Purchasing Guidance and Payment Processing for Employees
Purchasing Guidance for Employees
If you do not have access to SAAS you can go on the Financial and Administrative Reference Guide also known as FARG and under forms, download a Purchase Order Requisition. You can type directly on this order form. Once you have the form completely filled out, please email it to Elizabeth Kash and Darlene Darmiento (email@example.com and firstname.lastname@example.org). Include all back up as required. If the requester does not have signing authorization to place the order, the authorized signer must be cc’d on the email. Next, the authorized signer will forward the email to all on the email chain approving the purchase. Please note, we can only process the order if the authorized signer forwards and approves the requisition.
Emails are our preferred source of communication but if you call us, we have our phones redirected to our cell phones and we will be happy to speak with you.
If you are working remotely and you have VPN access you can enter requisitions <$5,000 as usual by entering your requisition into SAAS directly. All requisitions entered will be reviewed and processed in accordance with University Policies and Procedures.
If you do not have access to SAAS you can go on the Financial and Administrative Reference Guide also known as FARG and under forms, download a Purchase Order Requisition. You can type directly on this order form. Once you have the form completely filled out, please email it to both Elizabeth Kash (email@example.com) and Darlene Darmiento (firstname.lastname@example.org) along with a quote or email from the vendor. Include a completed Sole Source form if required. If the requester does not have signing authorization to place the order, the authorized signer must be cc’d on the email. Next, the authorized signer will forward the email to all on the email chain approving the purchase. Please note, we can only process the order if the authorized signer forwards and approves the requisition.
Go onto FARG and under forms you can access a change order form. Fill out the change order form. You can type directly on this order form. Once you have the form completely filled out, please email it to Gina Mastandrea (email@example.com) along with any other backup documentation you have. If the requester does not have signing authorization to place the change order, the authorized signer must be cc’d on the email. Next, the authorized signer will forward the email to all on the email chain approving the change order. Please note, we can only process the change order if the authorized signer forwards and approves it.
Go onto FARG and under forms you can access a partial delivery form. Fill out the partial delivery form. Once you have the form completely filled out, email it to Gina Mastandrea (firstname.lastname@example.org) along with any other backup documentation such as an invoice.
Send an email to Gina Mastandrea (email@example.com) with the purchase order number, account number and brief description of the order (if you have it) and the reason for void/cancellation or close out.
Send Gina Mastandrea (firstname.lastname@example.org) an email with the W9 attached and she will issue a new vendor.
No, please see the applicable paragraphs within this document.
The receiving copy (pink copy) of the purchase order will be scanned to you. The record copy (yellow copy ) will only be scanned if it’s a credit card order.
Yes, you can still place orders on Staples and AM Exclusive. It is the ordering department’s responsibility to ensure someone will be on campus to receive your delivery.
Staples orders may be shipped to employee’s residences if needed. Only those supplies absolutely necessary for working from home should be ordered. Email Gina Mastandrea prior to placing orders for home delivery approval. Staples is waiving the $35.00 minimum during this time.
Order from Staples: Account# 93383
Yes, you can still place orders from Amazon. We now have Amazon Business Prime which allows users to create a cart and submit it electronically. If you are not set up with a login, please email Darlene Darmiento at email@example.com. Once you submit your order on the Amazon site, you must forward a Purchase Order requisition to Darlene Darmiento. Do not enter the requisition into SAAS. The request will be reviewed in accordance with the University Policies and Procedures.
Amazon orders can be shipped to employee’s residences if needed. Only those supplies absolutely necessary for working from home should be ordered.
All University-related travel has been discontinued to help control the spread of COVID-19. When safe travel can resume, only essential travel will be permitted and must be approved by the relevant dean.
Essential travel includes:
Essential academic travel
Travel funded by sponsored research
Travel funded entirely by outside entities
Travel necessary to deliver instruction or outreach programs
Travel to conduct essential University business
The US State Department continues to discourage any international travel as a precaution to reduce the spread of COVID-19. Those who must travel should consult this CDC resource to understand the level of risk.
Determine which of the following scenarios apply to you and take the action indicated. In the subject line for all emails where you are submitting a PO/Payment Request/Etc please include the following text:
“CHECK or ACH or WIRE/VENDOR NAME/DUE DATE”
Subject Line: Check/Corporate Color/April 15th
Subject Line: ACH/Dell Computer/April 20th
If you don’t know when the payment is due, don’t add a due date
Subject Line: Check/Gable, Inc.
Scenario 1 – You have the pink and invoice
Send an email to Gina Mastandrea at firstname.lastname@example.org. Attach pink receiving report along with the invoice.
Scenario 2 – You have the invoice but you don’t have the pink Receiving Report
When you don’t have the pink receiving report we can assist with looking up a PO# . Please email Gina at email@example.com with as much information as you have so she can locate your order number.
Name of the vendor, account number it was charged to, dollar amount, when you submitted the paperwork brief description of what was ordered.
Once you have the PO# you can fill out a Partial Delivery Report form found on FARG under forms. Send Gina the Partial Delivery Report and invoice.
Scenario 3 – You were copied on the email where the PO was sent to the vendor
If that’s the case you may use the vendor copy of the purchase order. You can send Gina an email at firstname.lastname@example.org with the vendor copy along with the invoice for payment.
Payment Processing Guidance for Employees
Obtain the vendor invoice, prepare a Check Requisition or a Partial Payment Form, and attach the vendor’s banking information (for electronic payments only) and any other supporting documentation that would normally be required in the standard payment request process.
Forward this documentation via email to the individual who is the authorized signer for the account being charged. This is the same person who would normally sign the green Check Requisition form for the payment. The subject should read as follows: “[Check/ACH/Wire] Payment to [Vendor Name] due on [due date]”. In the body of the email should be the request to the signer to review and approve the payment.
The department’s authorized signer should then forward the email, with the documentation attached, to the Accounts Payable team at email@example.com. In the body of the email they should include the following statement, completing the relevant information in brackets: “I approve this payment of $[xx.xx] to [Vendor Name].”
If your request requires Executive Leadership approval in accordance with the University’s’ Discretionary Spending Policy, please obtain those relevant approvals before forwarding to Accounts Payable.
Please do not send requests to individual AP employees or to other departments. Only fully-approved requests with all supporting documentation should be forwarded to Accounts Payable. Sending to individuals or multiple people, or sending partially approved requests, can create duplication of efforts, duplicate payments, lost requests, and increased processing times.
Please work with the Purchasing Department to provide supporting documentation and obtain approvals for all payments against purchase orders. The Purchasing Department will forward all supporting documentation with approvals to firstname.lastname@example.org for payment processing.
All requests, supporting documentation (including invoices), and approvals can be submitted electronically via email. Adelphi forms, including the Check Requisition, Partial Payment, and Annual Order forms, are available in the “Forms” section of the FARG, and can be completed electronically. This means you can type right into them, and you don’t have to print them out. Save the completed forms to your computer, then attach to an email to submit for processing.
Vendors should submit their invoices to the University via email. If vendors are unable to submit invoices electronically, please let them know we will be processing mailed and paper invoices on a reduced schedule at this time.
We request that expense reports still be submitted hardcopy, with original receipts, for processing once on-site operations can continue. While teams are working remotely we will accept email approvals from authorized signers, in lieu of the usual original signatures. This email approval must be printed and attached to the original expense report when submitted to Finance.
During any period of reduced on-site staffing, the Finance Department will be primarily focused on processing payments that will ensure the continuation of critical university operations. In the event there is an extenuating circumstance requiring an employee to receive reimbursement before on-site operations resume, please contact Melanie Herschkowitz (email@example.com) or Denise Thweatt-Eldridge (firstname.lastname@example.org) to discuss your options.
ACH and Wire payments will continue to be processed on a daily basis. When essential employees are permitted to be on-site, checks will be cut a minimum of once per week. If essential employees are no longer permitted on-site, check payments will be suspended until we are permitted to return to campus.
Email is our preferred method of communication at this time. But if you need to speak with someone directly, you can dial our office phone line. While we are working remotely, our office lines will be forwarded to our cell phones and voicemail will be checked regularly.
When essential employees are permitted to be on-site, the Finance Department staff will be staggering their schedules so that at least one person will be on-site nearly every weekday. If essential employees are no longer permitted on-site, then our offices will not be staffed until restrictions are lifted.
When essential employees are permitted to be on-site, someone would be in the office to accept your paperwork on most days of the week. However, given the staggered schedules, your paperwork may not be processed by Accounts Payable for a few days. Therefore, the quickest way to get your request processed is to email it to email@example.com.
The Finance Department continues to work to fulfill critical business operations during these changing times. If the University can no longer permit essential employees on-site, the Finance Department will prioritize critical payments (such as payments to utility companies and payroll vendors) that can be paid via ACH, Wire, or Credit Card. Processing of non-critical payments will resume once on-site restrictions can be relaxed.