Welcome to the Procurement Department

Welcome to the Procurement Department

 

Waller Administration BuildingProcurement Department
Waller Administration Building 038
400 East Second St.
Bloomsburg, PA 17815
Phone 570-389-4311
Fax 570-389-2017

Office hours:  
Fall/Spring - M-F, 8-4:30 p.m.  
Summer - M-F, 8-4 p.m.
Receiving Department
400 East Second Street
Bloomsburg, PA 17815
Phone 570-389-4051
Receiving hours:   M-F, 8-4 p.m.


Current news is posted on this webpage. To view previous posts, visit our news archives by clicking on the News icon below. Procurement News
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BU's Procurement Department is committed to providing timely and cost effective procurement of goods and to the BU community. Explore below to find the answers on policies and procedures. Please contact us if you need assistance.

 
Important Year End Information
 

Procurement News

Reminder - Invoices for food purchases (posted 10-3-2018)

Requisitioners are reminded if there is a recurring need for a catering or other food requirement, enter a purchase requisition (PR) requesting a blanket order be created. A food approval form for the estimated total value should be attached to the PR for review/approval.

Thereafter, as specific usage is needed, a new PR is not required. Rather, send the approved invoice associated with provision of services to Accounts Payable with a copy of the original approved food request form attached, including the completion of Section 2 information.

The $ value of the original approved food request should not be modified.

Users can check remaining open balances on blanket PO’s via the SAP procurement module or budget reviews.

Purchase Requisition and Invoice Reminder (posted 9-27-2018)

Requisitioners are reminded if entering a purchase requisition (PR) in conjunction with receipt of an invoice; presumably following RO approval, they should forward the original signed vendor invoice to the Procurement Office.
In the case where a purchase order (PO) has been issued and an invoice is received from the vendor by the requisitioner or requester the invoice should be signed and dated with an “okay to pay” forwarded to Accounts Payable.

Fiscal Year End Information (posted 6-4-2018)

As our 2018 fiscal year will be ending on June 30, 2018, various Admin/Finance and Budget departments have been/will be sending out emails containing fiscal year end information and timelines. To make keeping up with all this information easier, a web page has been created that consolidates all these communications in one central location. Please refer to the following link for important year end information, instructions and deadlines relating to Accounting, Budget, Accounts Payable, Travel, Procurement and Receiving - http://intranet.bloomu.edu/finance_busoffice/year-end.

Also, a fiscal year end calendar has been created that gives a snapshot of important dates and deadlines - http://intranet.bloomu.edu/documents/fin_bus_svcs/ye/Calendar.pdf

Year End Cutoff Dates (posted 5-10-2018)

Cutoff for Disbursements

The Accounts Payable Department will cease printing checks Thursday, June 28, 2018 at 2:00 PM and will resume processing on Thursday, July 5, 2018 at 8:00 AM. This is necessary for AP to clear up the business of the 17/18 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.

All travel expense reports for travel completed through the early part of June, 2018, as well as other payment requests, should be submitted to Accounts Payable no later than Friday June 15, 2018 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.

Travel Expenses for Fiscal Year 17/18

Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2018 reach the Accounts Payable Office no later than the close of Business on Monday, July 9, 2018. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 17/18.

Review of Open Travel

Please review all travel approval requests in ESS to assure all open requests for trips prior to June 30, 2018 are finalized. Any trips planned and not taken should be canceled using the cancel option in ESS. It is important to complete all travel expense reports for trips completed prior to June 30,2018.

Purchasing Card

The cutoff for use of the Purchasing Card for Fiscal Year 17/18 is Friday, June 22, 2018. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Monday, July 2, 2018. Transactions beginning July 1 will be recorded in the new Fiscal Year 18/19.

Contact Lori Olshefski with questions - 570-389-4648

Contractor vs. Employee (posted 2-23-2018)

When requesting services of a contractor (non-construction) it is important for departments to assess whether the person performing the work in question should be considered an employee or an independent contractor.

There are important tax and non-tax consequences to both the University and the individual for misclassification of a worker. If a worker has been misclassified, the Internal Revenue Service can reclassify the individual and the reclassification could result in the department being liable for taxes, and any associated penalties and interest. To prevent this, the Internal Revenue Service (IRS) has provided clear guidance in determining how to classify an individual.

This is a reminder that departments are responsible for the initial classification. Guidelines and a form for such consideration is at the Procurement Department website at the link below.
http://intranet.bloomu.edu/purchasing-employee-contractor

If the purchase requisition is greater than a nominal value and the proposed services may involve work performed that have a behavioral, financial and relationship factors which bring into question whether the person performing the work in question should be considered an employee or an independent contractor, please complete the Employee vs. Independent Contractor Form (link below) and attach it to the PR.
http://intranet.bloomu.edu/documents/purchasing/EmployeeVsContractor.pdf

Bidding Threshold - $20,100 (posted 1-3-2018)

Please note that pursuant to applicable statute which ties the base amount for triggering bidding requirements under the Procurement Code to the consumer price index, the bid threshold amount for 2018 has increased from $19,700 to $20,100. As a reminder, this amount applies to all procurements, including construction. The only exception is for contracts for the retention of architects and engineers (threshold remains at $10,000) and consultative services (threshold remains at $5,000 under §20-2010-A(13) of Act 188). Notice of the increase was published in the Pennsylvania Bulletin on December 23, 2017.

Calendar Year End - Cutoff Dates (posted 11-27-2017)

In preparation for the calendar year end, please see below for cutoff dates for processing of travel and invoices:

Travel Expense Reports
Electronic and paper TERs should be submitted with adequate lead time to arrive in the Accounts Payable office by noon on Friday, December 8. All vouchers received by this date will be processed by Tuesday, December 19, 2017. Vouchers submitted after this date will be reviewed and processed in the new calendar year.

Cutoff for Check Disbursement
The last check and direct deposit run (for both traveler and vendor payments) will be Tuesday, December 19, 2017. We will resume printing checks and processing direct deposits on Tuesday, January 2, 2018.

Purchasing Card
Reminder for those who have a Purchasing card the November reconciliation should be completed by the cardholder no later than Friday, December 8, 2017, with approver sign off by Tuesday, December 12, 2017.

Contact Lori Olshefski with questions - 570-389-4648

Enterprise Rental Contracts 2017 (posted 7-17-2017)

After evaluation on an RFP, The Commonwealth of PA (DGS) awarded a new contract for the next 5 years to Enterprise Holdings. In order to keep rates similar to the previous contract, a small rate modification was made, however, without eliminating; unlimited mileage, full damage waiver (DW), liability protection (SLP), Road Side Assistance Protection (RAP), no additional driver fees, no young renter fees and free delivery and pick up service.

The only modifications to the new contract are matching fuel policy and quick start program that runs Sunday through Thursday instead of all week. These changes are effective July 13, 2017. The on-line reservation tool will have rates updated accordingly.

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