Contract & Procurement Management
Frequently Asked Questions
General Information
- 1. How can I get a petty cash reimbursement for a purchase already made by a staff or faculty member?
- 2. How and when would I final close a purchase order?
- 3. How can I change an account number on an existing requisition or purchase order?
- 4. Who do I contact to set up online/electronic requisitioning for our department?
- 5. Is there training on how to submit an online requisition?
Office Max
- 6. How can my department order office supplies from the Office Max Direct Web site?
- 7. How do I add another user to our Office Max account?
- 8. How do I add and/or change an Oracle account number on our Office Max Web account?
- 9. How large of a purchase can be made on the Office Max Web site?
- 10. Do I need to fill out a signature card to set up our department’s Office Max Web account?
- 11. Where can I get a signature card?
- 12. Why can’t I purchase certain items from the Office Max Web site?
- 13. Which items are restricted?
Q1: How can I get a petty cash reimbursement for a purchase already made by a staff or faculty member?
A: Accounts Payable now handles small dollar reimbursements directly. For purchases under $50 per supplier per day, complete a Small Dollar Reimbursement Form and submit to Accounts Payable in Admin. Rm. 115.
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Q2: How and when would I final close a purchase order?
A: After all items are received and services performed, and the invoice has been paid, submit a Final Close Request Form electronically to Contract & Procurement Management.
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Q3: How can I change an account number on an existing requisition or purchase order?
A: If no purchase order is associated with the requisition, you can change the requisition department and account number. Call X45243 with the requisition number.
If a purchase order has been created, then the department must submit a new requisition to be added to the existing PO, and the original line(s) will be deleted by Contract & Procurement Management. In the description field, note that you are adding a new line to the PO, reference the PO number, and note which lines should be deleted.
If payment has already been made against a purchase order, then the account number cannot be changed by Contract & Procurement Management. The department must submit an Expenditure Transfer Form to Accounting Services, in Admin. Rm. 115.
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Q4: Who do I contact to set up online/electronic requisitioning for our department?
A: Contact Business Information Systems at 619-594-5901.
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Q5: Is there training on how to submit an online requisition?
A: Yes, training is available. Contact Business Information Systems at 619-594-5901.
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Q6: How can my department order office supplies from the Office Max Direct Web site?
A: Departments can set up their Oracle-linked account by filling out the Office Supplies Web Account Application.
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Q7: How do I add another user to our Office Max account?
A: On the Office Supplies Web Account Application, fill out the user profile information and obtain the Approving and Delegating Officials’ signatures.
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Q8: How do I add and/or change an Oracle account number on our Office Max Web account?
A: Submit an Office Supplies Web Account Application with the new account, check either "New Account" or "Change Existing Account", and submit to Contract & Procurement Management, in Admin. Rm. 116.
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Q9: How large of a purchase can be made on the Office Max Web site?
A: $1500.00, including tax.
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Q10: Do I need to fill out a signature card to set up our department’s Office Max Web account?
A: Yes, if Contract & Procurement Management does not already have a signature card on file for that user, and if that user will be placing and approving their own orders.
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Q11: Where can I get a signature card?
A: Signature cards can be picked up from Contract & Procurement Management, in Admin. Rm. 116.
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Q12: Why can’t I purchase certain items from the Office Max Web site?
A: Certain items that Office Max provides are not an appropriate use of State Funds. Other items are appropriate, but require approval from Contract & Procurement Management and must be submitted on a requisition.
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Q13: Which items are restricted?
A: Restricted items include, food, beverages, appliances (such as microwaves or toaster ovens), items for food preparation, clothing, gift sets, fans, heaters, phones, palm pilots, and PDA’s.
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This page last updated
January 23, 2007
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