Frequently Asked Questions for Users

1. How can Purchasing assist my department?

2. How can Financial Affairs assist my department?

3. Where can I find the University Vendor List?

4. What are preferred vendors?

5. How do I purchase a good or service?

6. When should a requisition be used?

7. When should a T&E Card be used?

8. How long will it take to process my requisition?

9. What types of requisitions require special approval?

10. Why do I need approval and a PO issued before I obtain an item for my department?

11. Do I need to list each line for a quote on a Requisition?

12. Should I include shipping on my Purchase Requisition?

13. Why can't I add more quantities to an existing purchase order?

14. What is the dollar threshold for competitive bids?

15. What happens if there are no competitive sources available for my purchase or if there is a reason why my purchase cannot be bid?

16. What do I do if a vendor gives me an agreement to sign?

17. Who in administration is authorized to sign a contractual agreement?

18. A vendor contacted me saying they have not received my purchase order. Should I resend the purchase order?

19. I ordered items some time ago and I have not received them yet. What should I do?

20. Is it ok if the vendor sends me an invoice and I forward it to the Accounts Payable team for processing?

21. How do I return something to the vendor?

22. Is Loyola tax exempt?

23. What is a business expense that I can be reimbursed for?

24. Can I be reimbursed for personal expenses?

25. What documentation do I need to be reimbursed for a business expense?

26. What documentation must be presented to be reimbursed for mileage?

27. How do I get a reimbursement for my credit card?

28. What expenses are NOT reimbursable?

29. What can be charged to a Loyola T &E Card?

30. When are receipts due for advances?

31. When can I be reimbursed from the Bursars?

32. When can I use the online Check Request Form?

33. What items/services are taxable?

 

 

 

 

 

 

1. How can Purchasing assist my department?

When purchasing an item for your department, Purchasing can assist you in sourcing the vendor that will bring value and savings to your department and the university. There are also certain vendors that the university has developed an exclusive partnership with, which need to be used.  Purchasing can assist by:

Analyzing departmental purchasing needs to maximize your annual cost savings

Training staff in using the purchase order system

Providing assistance when developing your departmental purchase requisitions

Assist in the bid process

2. How can Financial Affairs assist my department?

The Financial Affairs Department can assist you in obtaining reimbursement for business related expenses. Financial Affairs can assist by:

Providing you information on the proper documentation necessary to obtain a reimbursement

Training staff on the use of the FRS system

Reviewing budgets with your department

Providing assistance with various internal contract templates

3. Where can I find the University Vendor List?

Vendors already in the system can be searched in FRS by name.  In addition, a list of frequently used purchasing categories and a list of negotiated contracts is available.

If you have any questions regarding a specific vendor, or category please contact our department.

4. What are preferred vendors?

For a number of Purchasing categories, the Purchasing Department has negotiated rates with one or more vendors for goods and services and the utilization of these vendors is required.  For more information on preferred vendors, see here.

5. How do I purchase a good or service?

See the following chart which lists different purchasing categories and the available ways to order and pay.

6. When should a requisition be used?

A Requisition is to be used for all purchases of goods or services when a check request or Travel & Entertainment Card (T&E Card) is not a suitable purchase method. If you are unsure, see the following chart.

7. When should the Loyola T&E Card be used?

T&E Cards should be used for:

Travel and travel related expenses (e.g. airfare, accommodations, meals and car rentals);

Miscellaneous incidents to a maximum of $250 incurred during travel

8. How long will it take to process my requisition?

The time it takes to process your requisition depends on the nature of the items you are purchasing and how long it takes your department to work through the approval process in FRS. Once your department approves the requisition, you may track its status on screen R07. 

9. What types of requisitions require special approval?

Some categories require additional approval due to the nature of the purchase. Examples include: Computer equipment, leasehold improvements, purchases over $5,000 and purchases from grant accounts.

10. Why do I need approval and a PO issued before I obtain an item for my department?

Primarily to maximize cost savings and ensure budgetary control on each purchase. New vendors must always be reviewed by Purchasing prior to the department placing an order to determine if they qualify to be added to our vendor list.

11. Do I need to list each line for a quote on a Requisition?

Yes, the requisition should be set up to mirror the lines on the quote. This allows us to properly process an order if a partial shipment is sent, and the appropriate payments to be made.

12. Should I include shipping on my Purchase Requisition?

If you know the exact or approximate shipping cost please enter it as a line item on the requisition, do not include tax on this line item.

13. Why can't I add more quantities to an existing purchase order?

Once the Purchase Order has been placed, it becomes a legal contract between the vendor and the University. The Purchase Order contains the negotiated pricing by the buyer on the quantity stated on the original requisition. In addition, requisitions are routed to the Department Administrator for approval prior to being received by the Purchasing Department. An increase to the requisition after the approval has taken place would bypass the department approval process which has been put into place.  If more quantities are needed, a new requisition must be submitted.

14. What is the dollar threshold for competitive bids?

Please see Section xxx in the Purchasing Policy for details about competitive bidding.

15. What happens if there are no competitive sources available for my purchase or if there is a reason why my purchase cannot be bid?

We refer to this as a "sole source" situation. Where there are no competitive sources available, you must complete a Sole Source Justification form. This waiver of competitive bidding is also required when an emergency or economic reason exists.

In addition, Purchasing needs to determine whether there is proper funding for the transaction prior to the purchase.

16. What do I do if a vendor gives me an agreement to sign?

Do not sign any agreement. You should forward any agreement requiring signature to Purchasing for review and include the requisition number that corresponds to it. Departments do not have authority to sign supplier agreements on behalf of the University.

Please see the Credit Application page for more information.

17. Who in administration is authorized to sign a contractual agreement?

Please review the vendor contract policy, which details who may sign contracts within the University. 

18. A vendor contacted me saying they have not received my purchase order. Should I resend the purchase order?

Please contact Purchasing (x2290) and discuss with our staff.

19. I ordered items some time ago and I have not received them yet. What should I do?

Contact the vendor via phone or email to inquire about delivery status of the order. If there appears to be a problem with the order, contact the Purchasing Department about the Order for guidance.

20. Is it ok if the vendor sends me an invoice and I forward it to the Accounts Payable team for processing?

Departments should not be receiving invoices from vendors and then forwarding them to the Accounts Payable team on the vendors' behalf. This only slows the payment process. Purchase orders clearly state that it is vendors' responsibility to send invoices to the Accounts Payable team.

21. How do I return something to the vendor?

The department should work with Receiving to return the merchandise. It is the department’s responsibility to obtain a Return Material Authorization (RMA) from the vendor. Give the RMA to Receiving along with the repacked merchandise and account number for the return shipping charges. Receiving will return the merchandise.

NOTE: If the item you are returning is large, you may want to coordinate with WFF to schedule a pickup and delivery of the item(s).

22. Is Loyola tax exempt?

University purchases are partially exempt from the payment of Louisiana sales and use tax. Loyola’s tax exemption documentation may be found here at our tax exemption page. Contact Purchasing if a supplier has any questions regarding the University’s exemption.

23. What is a business expense that I can be reimbursed for?

A business expense is a necessary and reasonable expense for a specified trade or business.

24. Can I be reimbursed for personal expenses?

No, the university only reimburses its faculty and staff for business expenses.

25. What documentation do I need to be reimbursed for a business expense?

You will need a check request form approved by your supervisor, expense statement (if three or more receipts) documenting the business conducted during the trip, and original receipts for business expenses exceeding $25.  The business purpose of meal expenses must include the names of all attendees (if fewer than 10 guests) and the business conducted during the meal.

26. What documentation must be presented to be reimbursed for mileage?

You must submit a check request form approved by your supervisor accompanied by dates of travel as well as a map-quest type mileage calculator detailing travel origin and destination. 

27. How do I get a reimbursement for my credit card?

You must submit a check request form approved by your supervisor, a complete expense statement (if more than 3 receipts) documenting the business purpose of the expense, and original receipts for expenses exceeding $25.  The receipts must show proof of payments.

28. What expenses are NOT reimbursable?

Personal expenses, travel insurance, spousal expenses, in-room movies, airline club fees, hotel fitness club charges,office supplies, etc.  Please contact the Office of Financial Affairs if you have a question regarding an appropriate business expense. More information can be found at http://finance.loyno.edu/financial-affairs/university-credit-cards

29. What can be charged to a Loyola T&E Card?

The university credit card is a travel and entertainment expense card only.  It can only be used for business travel expenses, business entertainment expenses, memberships, and registration for webinars. More information can be found at http://finance.loyno.edu/financial-affairs/university-credit-cards

30. When are receipts due for advances?

Receipts documenting business travel are due to the Office of Financial Affairs within 10 days of return from the trip.  The traveler must submit an approved check request form or travel expense statement detailing the business conducted and original receipts for business expenses exceeding $25.

31. When can I be reimbursed from the Bursar's Office?

Petty cash reimbursements are allowable for certain business expenses under $200.  These expenses are detailed at http://finance.loyno.edu/bursar/petty-cash-reimbursemnts.  For more information, contact the Bursar at X2388.

32. When can I use the online Check Request Form?

It can be used for reimbursements pertaining to mileage, airfare, hotels, membership dues, per diems, rental car, and conference registrations.

33. What items/services are taxable?

Taxable items/services include tangible property purchases, repair of tangible property, and rental of tangible property.