Contract & Procurement Management
Frequently Asked Questions
General Information
- 1. How can I get a small dollar 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. Why can’t I purchase certain items from the Office Max Web site?
- 11. Which items are restricted?
Q1: How can I get a small dollar reimbursement for a purchase already made by a staff or faculty member?
A: Accounts Payable processes small dollar reimbursements directly. For purchases under $50 per supplier per day, complete an Employee Reimbursement Request Form [XLS] and submit to Accounts Payable in Administration Rm. 116.
It is highly recommended that university employees do not purchase goods with personal funds.
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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: Option 1: if your approved requisition is not associated with a purchase order, you can change the account number by entering the requisitions tab in iProcurement, selecting your requisition in question, and hitting the change button to proceed to the checkout process. In the checkout process, advance to step 1 of 3, select the “Accounts” sub tab, then the account string hypertext link, to change the Account number.
Option 2: if a purchase order has been created, please contact the associated buyer of the purchase order, for further instructions. Depending on the status of the purchase order, Contract & Procurement Management will provide guidance on the process.
Option 3: 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 [XLS] to Accounting Services, in Administration Rm. 115.
For additional iProcurement information, please see iProcurement Training [PDF], or call Contract & Procurement Management at 619-594-5243.
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Q4: Who do I contact to set up online/electronic requisitioning for our department?
A: Contact Business Information Systems at 619-594-0899 or e-mail bis@mail.sdsu.edu.
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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 619-594-0899 or e-mail bis@mail.sdsu.edu.
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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: 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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Q11: 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 26, 2012
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