Procurement

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Service Overview

Workday serves as a single destination for most of your HR, payroll, finance and supply chain requests. Workday is Ohio State's tool for managing employee information and institutional data. Faculty and staff will benefit from a variety of Workday features, including a modern look and feel, frequent upgrades and a convenient mobile app.

Helpful Ohio State Purchasing tool: Choosing a Procurement Method

 

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There is always risk whenever alcohol is provided at an event, and therefore, we ask that all events within Arts and Sciences refrain from serving or reimbursing for alcohol when students are among the primary participants or focus of the event. In events where students are present, the event should be managed with due care to ensure the safety of all persons attending and the public. Because staff (including student employees) and faculty members through their employment relationship are representatives of the university and the college, they are expected to uphold the standards and policy promulgated by university in its policies (Drug-Free Workplace Policy 7.30, Expenditures Policy #4.11, and Chapter 3335-23 Code of Student Conduct) and the college in its procedures (ASC Guidelines for the Purchase of Alcohol) in hosting and/or attending college sponsored events. Events are a sponsored event if the resources (materials, time, systems) of the college or university are used and communications have the name, logo or identifying marks of the college or university.

Procedure for Requesting Permission to Serve Alcohol on campus

The university has specific guidelines regarding alcohol for events held on University property. These guidelines should be reviewed before planning an event.

Prior approval from the Office of Business and Finance must be obtained if alcohol is to be served at a university event in a non-permanently licensed campus location, e.g., atrium, conference room. To arrange for such approval, a request must be submitted to the college office at least four (4) weeks before scheduling the event.

The “Authorization to serve alcohol” request form and instructions may be found here.

Alcohol may not be served at the event until the department receives written B&F approval. Approval should not be assumed.

Events Held Off University Property

Procedure for requesting permission to purchase alcohol off campus, such as at departmental holiday parties held off campus, require prior approval- even if at a personal residence. While the Authorization to Serve Alcohol form is not needed for this instance, because there will be alcohol served at someone’s home, the University’s Risk Management team would want to ensure that there are certain items in place to reduce the university’s liability. Number one being that the homeowner’s insurance can cover the event, and if not, that a rider be added for coverage. That along with the documented safety procedures that would be in place need to be approved by Risk Management.

Business meals at off campus locations (restaurants) do not require prior approval, but reimbursement will not be made if it does not comply with the University reimbursement policy (See, Expenditures Policy #4.11).


Key Points to Consider:

  1. Alcohol purchases must be justified for business-related purposes, e.g., business meals or university events.
  2. Alcohol purchases must be charged to discretionary funds and include the alcohol spend category and commodity code. Conference (earnings) funds may also be used if the reception, meal, or similar event is included in the registration fee paid by the attendee.
  3. Alcoholic beverages CANNOT be charged to sponsored projects.
  4. Amounts expended for the purchase of alcohol must not exceed $25 per person (excluding tax and tip). Spending in excess of the per person limit could result in not being reimbursed the overage amount or being required to reimburse the University if a PCard was the method of payment and the exception to policy is not approved by the dean.
  5. Alcohol expense is approved for dinner only, not for lunch meals.
  6. The number of invitees to a business meal should be kept to a reasonably justified minimum. As a guideline, five to seven (5-7) participants plus the guest should be the maximum. Additional attendees may be approved as an exception with documented support and approval by the dean.

ASC Procedure for Alcohol Expenditures effective July 2021

Department Leaders, Cost Center Managers and PCard Managers are responsible for broadly distributing and establishing a culture of adherence to the University Expenditures Policy.

Cost Center Managers for each unit are responsible for ensuring requests adhere to policy and are within available unit budgets. This includes all transaction types i.e., PCard, reimbursement requests.

  • Alcohol Procedure
    • The purchase of alcohol in connection with university business is discouraged. If alcohol is considered necessary, due care must be exercised.
    • Alcohol can only be charged to discretionary funds. Alcohol may be purchased with funds from an earnings conference fund, if the reception, meal, or similar event at which the alcohol will be served is included in the registration fee paid by the attendees.
    • Alcohol purchases must have documented approval in Workday of a unit leader, chief administrative officer, or senior fiscal officer. Per the ASC Delegation of Signature Authority, the unit’s assigned Finance Manager will provide the documented approval in Workday once the transaction is submitted. Cost Center Managers approving the transaction via Workday for the unit must click “Add Approver” and select their Finance Manager by searching for their name. The Finance Manager will review and approve. The ASC Business Services Center will ensure compliance with university policy when processing transactions.
    • Amounts expended for the purchase of alcohol is limited to $25 per person, excluding taxes and tip.
    • Alcohol purchased for resale by areas with liquor permits (e.g., Blackwell Inn, Fawcett Center, golf course, unions) or for medical or research use is not subject to the above requirements.
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Procuring Goods and Services – in order of priority consideration:

  1. Internal OSU Suppliers (UNITS, UniPrint, Blackwell)
  2. BuckeyeBuy (Stores, Contracted suppliers)
  3. Non-Catalog request
  4. University Procurement Card (Pcard)
  5. Supplier Invoice Requests (Non-Purchase Order)
  6. Miscellaneous Payments
  7. Reimbursements

The Ohio State Purchasing Department has implemented cost savings initiatives by establishing favorable contracts for the university. These contracts are divided into three categories: Key, Preferred and Strategic. For reference, the complete contract book is available at http://purchasing.osu.edu/sourcing/default.aspx.


Key Contracts

Key contracts, listed below, have a mandated 100% compliance. Use of a non-contract vendor in lieu of the contracted vendor is a policy exception. If a valid business purpose/rationale is not given for the exception, the transaction may be denied and payback of funds to the university will be required.

  • Coke – Only Coca-Cola products may be purchased with university funds. A comprehensive list of Coke products is available here.
    • Practical exception:  Purchase of beverage items not available from Coke.
  • UPS – Only UPS may be used for outbound shipping. It is not a policy exception to pay for non-UPS inbound shipping charges, as we cannot control other institutions/companies shipping methods.
    • Practical exception: When it can be proven that UPS is not able to correctly or safely ship perishable items, e.g., shipments using dry ice that must be moved quickly to avoid ruining the item(s).
  • Staples – Ordering via BuckeyeBuy is preferred. If item is not available through BuckeyeBuy, the procurement card may be taken to a Staples store.
    • Practical exceptions: 1. Item needed is not available at Staples (BuckeyeBuy or storefront) and there is no adequate substitution. 2.  A price comparison is documented that the identical item is significantly less expensive from a non-contract vendor.
  • ComDoc – Xerox multi-functional devices (printer/copier/fax/scanner). 
  • Plumbing Services

Preferred and Strategic Contracts are the contracts listed in the contract book for each category.  Purchasing has negotiated these to get the best price for the University and prefers that these contracts be used.

Preferred Contracts:  Special pricing negotiated for the University with multiple vendors to choose from in BuckeyeBuy. Some examples are: Catering; Hardware & Building Supplies.

Strategic Contracts: Negotiated zero freight, handling charges and free returns. Some examples are: Computer Hardware & Peripherals; Laboratory Supplies.

Use of Preferred and Strategic contracts is not required, but if using a non-contract vendor, an explanation why must be documented in the requisition.  To purchase off contract, if the desired vendor is not in the University Vendor file, no new profile will be created and inactive vendors will not be reactivated for the purpose of creating a PO, making the PCard the preferred method of procurement.

Quotes for Purchases

Only needed for purchases of $1,000 or more.

Model Agreements

Must be signed by a Divisional Finance Manager via DocuSign. No faculty or staff are permitted to sign any contract.

 They include:

  • The Blackwell Inn
  • The Fawcett Center
  • The Faculty Club
  • The Jerome Schottenstein Center and Value City Arena
  • The Recreation and Physical Activity Center      
  • The Ohio Union and Drake Union
  • University Catering
  • The Ohio State University Golf Club
  • Any other University facility requiring rental contract
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Ship-To Address: should be the address listed below unless it is for a service or special direct delivery. 
2650 Kenny Rd
Columbus, OH 43210-1060
United States of America

Deliver-To: Final location for delivery or for service


Common Requisition Types

Buckeye Buy Request:  All orders through the Market Place should be marked BuckeyeBuy. 

Please note that some internal vendors are in BuckeyeBuy: FOD, FOD Lock & Key Services, UniPrint

*Don’t copy an old BuckeyeBuy order, it will not recreate a working Workday order. 

*Do not mix BuckeyeBuy items with non-catalog items on one requisition. It could result in potential delay of all items if a non-catalog item requires additional information or update.  

Non-Catalog Request: All items that cannot be found on BuckeyeBuy and total below bidding limit. 

*Please only include one vendor per requisition

Bid Waiver: All items that are not on contract and total above bidding limit.

*$25,000 for goods and $50,000 for services 

After the Fact Purchase Order: When a Purchase Order is issued after the beginning of services or goods being delivered.

*Statement for SFO is required in Internal Memo explaining why it happened and how to avoid it in the future.

Blanket Purchase Order: Typically set up for a full fiscal year for emergency or reoccurring purchases of a specific good/service when the quantity or frequency of delivery cannot be fully determined at the time the purchase order is initiated.

* Blanket request for service through a BuckeyeBuy vendors should be entered as a non-catalog blanket order and NOT via BuckeyeBuy

Bundled Equipment Request:  When multiple line on a requisition will create one piece of equipment.  

*Include equipment description, final location & custodian in the Internal Memo.

Change Order Request: When an existing PO requires updates to price, quantity, item number or work tags.

Competitive Bid: when submitting a bid request


Memos

Memo to Suppliers: Should include instructions or other relevant information for the vendor.

Ex: Department contact name and contact information, quote #, special delivery instructions.

Internal Memo: Must include an appropriate business purpose, instructions to service center buyer and when applicable an ATF explanation. 

Line Memo: Located on each line of the requisition. Line memo is used in rare cases and is reserved for special instructions/specifications for that specific line item which would appear on the PO to vendor. 


Goods & Services lines

Each order must be broken down into goods and/or services lines to match the quote. 

Item/Item Description: Descriptions and specifications of length, size, UPC, manufacturing #, etc

Supplier Item Identifier: vendor item #’s when available

Item Identifiers: will autofill when pulling a Market Place order into Workday.

Commodity Code & Spend Category: Although the service center buyer will review for appropriate use of codes, it would help the buyers if the requester could drill down on commodity code for specialized/technical items that require expert knowledge. Ex: Specialized chemicals and DNA material

Additional Worktags: Allow the use of special work tags for orders such as Catering to indicate Internal/External, capital assets, etc.

Attachment: Documents required to process requisitions by the service center such as proof of pricing, quotes for orders over $1,000, agreements, and any other supporting documentation.

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Change Orders & Closures of University PO’s

Change orders are required when an existing Purchase Order needs to be updated due to an increase or decrease in quantity, adding a line, changing item description, price increase or updating worktags. 

  • Please submit a new request with requisition type: Change Order
  • In the Internal Memo explain why the change order is needed and the final PO total.

What is the PO Closure Process?

The PO Closure Process is a manual process, which permanently relieves any encumbrance against a purchase order. Once processed, the Purchase Order will close immediately and return any encumbrance to the worktags associated with that Purchase Order. 

PO closures are done when the entire PO needs to be closed because items or services are no longer available or needed.  Also, closure requests can be submitted when some of the PO lines need to be cancelled due to backorder, discontinued items, cancelled service, etc.

  • To request a PO closure in its entirety or to close only select lines, please email your request to the BSC buyer, and attach an acknowledgement from the vendor indicating the service/item has been cancelled.

Additionally, Workday currently does not have an automatic process for closing fully expensed PO’s.  Therefore, please send your PO closure requests to your BSC buyer on weekly or monthly basis.  Please DO NOT wait until end of the fiscal year to start this process. 

  • PO should not be closed if there is a pending invoice against it or if you expect any future invoices. 
  • In Workday, run Find Purchase Order Details-OSU or Purchase Order Remaining Balances report to narrow down to your department’s PO’s and review PO activity, balances, quantities, etc. 
  • If an order is in Match Exception due to Receipt Required, Freight Variance or Credit Memo then contact your BSC buyer.  Typically, everything else in Match Exception would require a Change Order as some of the examples above demonstrate. 

For OSP Change Orders and PO Closures please contact the Grants Shared Services Center.

 

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College of Arts and Sciences Guidelines and Procedures
Non-Capitalized Equipment Tagging and Tracking
Effective October 1, 2014
Edited: 11/5/2014

Scope
These guidelines and procedures apply to any non-capitalized equipment that is purchased or reimbursed from any Arts and Sciences budget including OSP purchases. The overall scope is described in OSU’s Asset Management Policy [pdf] and includes items that:

  • are theft-prone (computers, etc.)
  • are sensitive (firearms, etc.)
  • contain sensitive and/or restricted data
  • require the AM0004 form (mobile equipment that could be reasonably expected to be used off-site or other equipment that will be physically taken off-site or received away from university premises). These forms should be signed utilizing DocuSign.
  • fall below the capitalized equipment threshold ($5,000 or more)

All of the non-capitalized items below must be tagged, inventoried and tracked by each ASC unit following these guidelines and procedures. The items include:

  • Computers (including locally attached external hard drives)
  • Mobile devices (laptops, tablets, smartphones, PDAs, etc.)
  • Audio visual equipment (projectors, TVs, Apple TVs, video/still cameras, audio recorders, etc.)
  • Servers and other server-related equipment (servers, storage, backup, KVM devices, racks etc.)
  • Network equipment (switches, routers, firewalls, etc.)

Items excluded from this scope are those that:

  • are considered capitalized equipment (follow OSU’s capitalized eq. procedures instead)
  • are classified as supplies (purchased on account codes, 61201, 61247)
    • i.e. flash/thumb drives, removable storage media, speakers, keyboards, desktop printers, monitors, etc.
  • are categorized as software 

Guidelines and Procedures
Items that fall within the scope defined above must be inventoried and tracked annually following the guidelines and procedures listed below.

Purchase
Units must use consistent account codes for their purchases of non-capitalized equipment. The College requires units use the following account codes when making non-capitalized equipment purchases. Units may use different codes, if necessary, but they must use account starting with 655XX:

  • 65514 Computers and mobile devices
  • 65531 Research Equipment
  • 65591 Printers (excluding individual desktop – use 61247)
  • 65524 Audio Visual equipment
  • 65594 Server/Network Hardware ‐ non‐capitalized

Equipment Tagging
Each non-capitalized item must be tagged using an OSU Asset Management sticker. The college recommends that the item be tagged by the:

  • Equipment Coordinator for the unit or delegated individual, or
  • IT staff member who receives and/or prepares the equipment for use or
  • Fiscal officer who processes the purchase or reimbursement for the item.

For all units, the tag must be placed on a flat, visible surface within 30 days of receiving the item and the tag number must be recorded with the rest of the inventory information for the item. The Office of the Controller has non-capitalized asset tags available at no cost. Contact DeAnn Willis-Berry for tags, 614-292-6048, Willis-Berry.1@osu.eduOffice of the Controller.  

Equipment Inventory
Each non-capitalized item must be tracked using the unit’s own inventory system (local database, spreadsheet, etc.) to store the necessary information. The inventory must contain at least the following information for each item:

  • OSU Non-cap Asset Tag number
  • PR number (from eRequest)
  • Description of the item
  • Serial number
  • Model number
  • Current location of the item
  • Current custodian of the item
  • Location of the item’s AM0004 form (if applicable)
  • Disposal Number (enter when item gets surplused)
  • Comments on items received as gifts or transfers

Annual Self-Audit
The non-capitalized inventory must be reviewed annually to verify/update each item’s information (especially location, AM0004 form if needed, and person responsible), or to retire any non-capitalized assets no longer held by the unit. Each unit must confirm that its non-capitalized equipment self-audit is completed during the annual University equipment audit process.

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From the Radiation Safety Program and Services:

All requisitions for radioactive materials must be approved by Radiation Safety before the requisition can be forwarded to OSURF or University Purchasing so the product can be ordered. Procurement cards cannot be used to acquire radioactive materials. Orders cannot be accepted by phone, fax, or e-mail.

It is the responsibility of lab personnel to make sure the requisition is clearly marked as an order for Radioactive Material. 

Please always use the RS-26: Worksheet to Order Radioactive Material each time an order is placed.

For questions or additional information, please contact the dosimetry program coordinator at radiation.safety@osu.edu.


Workday instructions for ordering radioactive material

EHS Resources for PROGRAM: Procurement and Receipt of Radioactive Material

*Please contact your BSC procurement associate when placing time sensitive orders for radioactive material.

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All contract, independent contractor agreements plus terms and conditions associated with the use of a purchasing card or a purchase order must be entered in OnBase by the ASC Business Services Center. These must be reviewed and signed by central University Purchasing and the vendor prior to any use of a purchasing card or issuance of a purchase order.

Terms and conditions submission form

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