Procurement Services is responsible for the sourcing, purchase, and payment of goods and services for the University. In addition, Procurement Services is also responsible for negotiating and signing most consultants contracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions.
The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies.
Accounts Payable (AP) is responsible for the processing of: Vendor invoices for goods and services; Prize, award, royalty, select fellowship and various other payments; Credit balance refunds for various accounts; Expense reimbursements for University employees; and Petty cash account replenishments. AP manages these payment activities through 3 primary activities:
Audit & Reviewreviews most payment transactions submitted by departments to ensure that the transactions are complete, correct and compliant.
Payment Operationsis responsible for disbursements of checks and direct deposits; stop-payments and payment reissue requests; and wire transfer.
AP Tax Complianceacting as an IRS Withholding Agent for the University, responsible for 1099 compliance and reporting, as well as foreign vendor tax compliance and reporting (1042 tax compliance)
The P-Card Office provides administrative support for the University’s Procurement Card program.
Processes P-Card applicationssubmitted by staff in schools and departments and providing the required training to P-Card holders prior to activation of their P-Card.
Administeres the monthly close processincluding review of audit controls.
Handles transaction supportsuch as monthly transaction limits, card declines, unresolved disputes with P-Card vendors.
Create Vendor ProfilesProcess requests by University departments to create vendor and other payee profiles in ARC.
Modify Vendor ProfilesProcess requests to update and modify vendor and payee profiles.
Employee Reimbursement ProfilesMaintain employee payee profiles for expense reimbursement.
Vendor ValidationConduct validation protocols on vendor and payee profile creation and modification requests, including validation for tax compliance.