EWU Purchasing Newsletter

Ever ything you ever wanted to know about Purchasing!

Spring 2012

Welcome!
Hello! Welcome to our very first Eastern Washington University Purchasing newsletter! We wanted to put this together for our campus friends, so that we can share the latest and greatest information with you. Helpful Links
Where do I find out who my departments buyer is? http://access.ewu.edu/ Purchasing/ContactPurchasing.xml Where will I find the most up to date Purchasing information? http://www.ewu.edu/Purchasing Where can I find Procurement Card information? http://access.ewu.edu/ Purchasing/Procurement-CardInfo.xml

Contact your purchasing Staff:

Bill Santiago x6604 Brenda Gladden x6804 Lori Holznagel x7905 Lindsay McKay x6055

Inside this issue:

Common Account Codes 2

Year end information

Were here to help!

Year End Deadlines

Purchasing Card

Purchasing Card Cont.

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EWU Purchasing Newsletter

Common Account Codes

Here is a list of some of the most common account codes used when entering a purchase requisition into Banner. If you dont find what you need here, dont hesitate to contact our office at x2253! 71400 Supplies 71464 Subscriptionsnon library 71421 Miscellaneous Communication UPS, FedEx, etc., fax usage, internet 71430 Rentalsone time minor rentals 71441 Repairs Equipment. 71762Meals & Light Refreshments 71410 Printing External Duplicating, copying, binding, labeling and folding services. 71444 RepairsVehicles 71460 Dues and Memberships. Per Meals & Light Refreshment Procedure 71601 IT EquipmentSmall & Attractive Use for technology equipment purchases 71461 Conference and Registration Fees Provided they are over 50 miles from your work location

All general supplies. No small appliance or equipment exceeding $300 per unit.

Year End is fast approachingar e you r eady?

Watch your email inbox in the next couple of weekswe will be sending out our year end instructions. There is a lot of helpful information, so we hope youll look it over! Any questions, give us a call at x2253! You can also email us at purchasing@ewu.edu

FY 2012

Year End Deadlines

Requisitions from $5,000 to $50,000 are due by May 7, 2012 No PCard purchases after June 18, 2012 Renewals of Standing/Blanket Orders are due May 11, 2012

Office Depot orders placed by June 25, 2012

Requisitions up to $5,000 are due by May 25, 2012

Please try to plan ahead and adhere to these deadlines. We understand that unanticipated events happen, but if most of the deadlines can be kept, we are better able to help with your emergencies. Thank you!

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Purchasing Card
Dont forget that you can use your Purchasing Card for many things, to make your job more efficient! The PCard is ideal for memberships, registrations, subscriptions, and laboratory and instructional supplies Alcoholic Beverages Business Cards Cash Advances Contractual Services Cylinder Gases and Liquid Nitrogen Decorations PROHIBITED PURCHASES Some items on the prohibited list may be allowed on an exception basis when preapproved by Purchasing. Flowers Food or Refreshments Freight charges for incoming shipments billed separately Fuel, Gasoline, Diesel Furniture GIFTS AND DONATIONS Hazardous Chemical Material Purchases from EWU departments. Use an IDPO for these purchases. [Athletics, Parking Services, Bookstore, Dining Services, Etc.] Leases

Moving Expenses PERSONAL PURCHASES, this includes items to decorate your office Postage Stamps Printing jobs that require pre-approval by Publications and Purchasing Purchases from family members of the card custodians immediate family Purchases involving trade-ins

Radioactive Materials. These items must be coordinated through Environmental Health & Safety Office. Registration for non-employees and non-students Remodeling Purchases (i.e. construction equipment, sink, refrigerator, etc.) Rentals, long term Small and attractive equipment see list below

Telephone calls, calling cards, prepaid calling cards Travel and travel related expenses such as transportation, lodging, and meals. Coordinate all employee travel through Travel Accounting. Vehicle repair Weapons and ammunition

Purchasing Card Contact is: Lindsay McKay x6055 lmckay@ewu.edu

Thanks for reading! If you have any comments, questions or suggestions, feel free to call us at x2253 or send an email to purchasing@ewu.edu. We may share your feedback in a future newsletter!