Miscellaneous

Grant Dollars: Upon acceptance of Grant Dollars by the University, the monies become University Funds; and as University Funds all procurement must be accomplished in accordance with the procurement regulations of East Stroudsburg University of Pennsylvania, The State System of Higher Education and The Commonwealth of Pennsylvania Procurement Code ACT 57.

Damaged or Defective Supplies: The requestor is responsible for reporting damaged or defective goods immediately upon delivery of the item(s). Email the RPO Liaison immediately if you have questions on this action.

Emergency Procurement: An emergency exists when there is a threat to public health, safety and welfare. Contact Campus Police immediately (X3063), and then contact the RPO Liaison to discuss your emergency procurement needs. Failure to plan is not an emergency.

Membership Fees: The University does not pay for individual memberships to professional organizations.

Reimbursements: At times, circumstances force employees to make small purchases for the University and pay for them out of pocket. In these unusual circumstances, the Business Office will reimburse University employees for purchases up to a maximum of $100.00. State Sales Tax is not reimbursable.

PCards: The University credit card, "PCard", is to be utilized for only goods and those not available from the SourcePoint Supplier Catalogs. General PCard inquiries can be addressed by contacting Jeremy Diehl in the Business Office: jdiehl11@esu.edu or x3112.

Flow of Requisitions (PR): The requestor creates a PR, with the quote/proposal/estimate attached, and "saves". The electronic document is then automatically routed to the appropriate personnel for purchase approval. If the PR is $5K or greater, it will be forwarded for the Asset Manager's approval. Upon receipt of the approved PR, the Regional Procurement Office (RPO) will procure the goods or services. The actual time frame for a PR to reach the RPO depends on the PR's FINAL approval date.

Do not use SourcePoint for:

• Business Cards
• Dining Hall Food Services
• Reimbursements
• Subscriptions less than $5,000

Just place the cost center, and general ledger account number on the invoice, obtain the cost center's Budget Manager's signature, and electronically send the invoice to accountspayable@esu.edu for payment.

Notice: Users of the SourcePoint requisition entry system may contact the RPO Liaison, Jesus Serrano, x3565 or jserrano@passhe.edu, at anytime to discuss their needs and to request help.

*Qualification Statement: The RPO will review the pricing and make a determination as to whether the price is within normal pricing for that item.

The Purchasing Office always reserves the right to bid the PR content if the price has been determined not to be within the normal pricing for that item, based on the best determination of the professional purchasing agent and based on good business practices.

Notice of Nondiscrimination: East Stroudsburg University of Pennsylvania does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities in accordance with state and federal laws.

The Director of Diversity and Equal Opportunity has been designated to handle inquiries regarding this policy.