FAQs

Purchasing Card FAQs

How can I get a Purchasing Card?

Where can I use my Purchasing Card?

What if the supplier does not accept Visa?

Can I use my Purchasing Card for personal purchases?

What should I do if my Purchasing Card is lost or stolen?

Suppliers FAQs

Whom should I contact to check on the status of payment on an invoice

How do I get on Penn State's bid list?

How can I find out the results of a quote or proposal that I have submitted?

I'd like to meet with a Purchasing Agent in person to discuss what my business has to offer. How do I set up a meeting?

How can I find out which Purchasing Agent handles my commodity?

Whom should I contact for a price/product change on a Purchase Order?

Faculty/Staff FAQs

How long will it take to process my requisition?

How can I find out if my requisition has been approved?

The supplier has not received my Purchase Order. What should I do?

Whom should I contact to find the status of payment on an invoice

Whom should I contact if I am having trouble entering a requisition into the IBIS system?

How can I find out if an invoice for my purchase order has been received?

How do I know which Purchasing Agent handles my commodity?

Is there an approved supplier list for the University?

Where can I find a list of Penn State's contracts?

How does the request for quote (RFQ) or bidding process work?

I have a supplier's agreement that needs to be signed. Who should I contact?

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

I need to hire a consultant. What should I do?

I need to return an item that was purchased on a Penn State purchase order. How should I do it?

What should I do if I do not receive an item that was purchased on a Penn State purchase order?

Purchasing Card FAQs

How can I get a Purchasing Card?

To get a Purchasing Card, you must contact your Financial Officer and complete an IBIS APCA form. Also, you must attend a training session and sign an agreement before receiving a card.

Where can I use my Purchasing Card?

The Purchasing Card can be used anywhere Visa is accepted. However, please remember to review the Penn State contracted suppliers list for negotiated pricing and reliable suppliers.

What if the supplier does not accept Visa?

You should encourage the supplier to become Visa capable. Also, suggest the supplier contact PNC Bank for additional information. Or, you may complete an IBIS Request to Add a Vendor form. For the immediate purchase, you would need to find a supplier who accepts the card or use another means of purchasing the item.

Can I use my Purchasing Card for personal purchases?

No. The Purchasing Card CANNOT be used for any personal purchases. Purchasing Cards should only be used for University purchases. All purchases made for the University are sales tax exempt. Individual purchases are not. Also, the purchases made with the Purchasing Card are paid directly from University funds. You will not be reimbursed for your purchases, nor will you be able to reimburse the University for personal purchases. This will be considered misuse.

What should I do if my Purchasing Card is lost or stolen?

If your card is lost or stolen, contact the Purchasing Card coordinator (814-863-0498). If it is after regular business hours, call PNC Bank (877-PSU-4PNC or 800-685-4039) to cancel the card, and call the Purchasing Card coordinator the next business day.


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Suppliers - FAQs

Whom should I contact to check on the status of payment on an invoice?

To inquire about the status of a payment, contact the Payables Clerk for your commodity. Payables Clerk contact information is also shown on the Purchase Order.

How do I get on Penn State's bid list?

If you are interested in getting on Penn State's bid list, you must submit a Supplier Application.

We will keep your information on file and contact you about relevant bidding opportunities.

How can I find out the results of a quote or proposal that I have submitted?

You may contact the Purchasing Agent who issued the request for quote or proposal to find out the results of the bid. Please note that in accordance with University policy, Purchasing Services will reveal only the lowest bidder and corresponding price in competitive bid situations.

I'd like to meet with a Purchasing Agent in person to discuss what my business has to offer. How do I set up a meeting?

Just contact the Purchasing Agent who handles your commodity to set up a meeting time. A list of Purchasing Agents and their commodity responsibilities can be found in our Commodity Directory.

How can I find out which Purchasing Agent handles my commodity?

A list of Purchasing Agents and their commodity responsibilities can be found in our Commodity Directory.

Whom should I contact for a price/product change on a Purchase Order?

If there is a price or product change such as a substitution on a purchase order that has been submitted to your company, you should contact the appropriate Purchasing Agent to authorize the change before it is made. The Purchasing Agent's name and contact information is shown on the Purchase Order.


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Faculty/Staff - FAQs

How long will it take to process my requisition?

The time it takes to process your requisition to a Purchase Order will depend on how long it takes to go through the departmental approval path as well as on the nature of the item(s) you are purchasing. Once the requisition has been approved at the departmental level, you may contact the appropriate Purchasing Agent to find out the status. You may also check the status using the "PR Approvals" tab in eBuy+.

How can I find out if my requisition has been approved?

You can check the status of your order in eBuy+.

When the order has been approved the submitter will receive an email with the purchase order number.

If the order has reached Purchasing Services but has not yet been approved, you may contact the appropriate Purchasing Agent to find out the status of the order or check "PR Approvals" in eBuy+.

If you need assistance, please contact the appropriate Purchasing Agent's Assistant.

The supplier has not received my Purchase Order. What should I do?

First, follow the steps outlined in the answer above to check eBuy+ to make sure the Purchase Order has been approved by Purchasing Services. If it has been approved, contact the appropriate Purchasing Agent.

Whom should I contact to check on the status of payment on an invoice?

To inquire about the status of a payment, contact the appropriate Payables Clerk. Payables Clerk contact information is also shown on the Purchase Order. Payables are assigned by the agent code that follows the Purchase Order number.

Whom should I contact if I am having trouble entering a requisition into the eBuy+ system?

If you are having problems with the eBuy+ system, you should contact Purchasing at 814-865-7561.

How can I find out if an invoice for my Purchase Order has been received?

When invoices are received, they are entered into the eBuy+ invoice confirmation system. If you have not received an invoice and feel Purchasing Services may have the invoice, contact the appropriate Payables Clerk. Payables are assigned by the agent code.


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How do I know which Purchasing Agent handles my commodity?

A list of Purchasing Agents and their commodity responsibilities can be found in our Commodity Directory.

Is there an approved supplier list for the University?

While there is no approved supplier list, each Purchasing Agent does maintain a list of preferred suppliers. You should contact the appropriate Purchasing Agent for this information. Also, please be sure to utilize the University Supplier Contracts whenever possible.

Where can I find a list of Penn State's contracts?

Penn State's contracts can be found in the University Supplier Contracts list.

How does the request for quote (RFQ) or bidding process work?

Purchasing Services may determine that goods or services must be competitively bid due to either the value or nature of what is being purchased. When this occurs, Purchasing Services will send a request for quote (RFQ) to each supplier being invited to bid. Once the bids are received, it is the responsibility of Purchasing Services to award the Purchase Order to the lowest responsive, responsible bidder. However, when choosing a supplier, Purchasing Services may consider factors other than price. You may contact the appropriate Purchasing Agent if you have questions about a particular purchase or bid.

I have a supplier's agreement that needs to be signed. What should I do?

You should contact the appropriate Purchasing Agent any time you have a supplier agreement or contract that requires a signature. Penn State employees are not authorized to sign supplier agreements on behalf of the University. All contractual documents must be signed by a University official as authorized by the Board of Trustees to contractually bind the University. See Policy FN11 for details.

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

In single/sole source situations where there are no competitive sources available, the requester must provide documentation to Purchasing Services by completing a Single/Sole Source Justification form. The Single/Sole Source Justification form is also required when a specified supplier or manufacturer is indicated as the desired source.

I need to hire a consultant. What should I do?

The University's policy governing the use and procurement of consultants is outlined in Policy BS17.

I need to return an item that was purchased on a Penn State Purchase Order. How should I do it?

Contact the supplier and explain that you would like to return an item and that you are calling to get an RMA (return authorization form) number. They may have instructions that you need to follow to be reimbursed. Some suppliers may also charge a restocking fee. Please follow all directions the supplier gives you and make sure to send back the correct item if you have received more than one. (Sometimes the RMA lists a number.) Be sure to get a tracking number when shipping the item. This is very important and will show where the item was delivered.

If you need assistance with this process, please contact the appropriate Purchasing Agent's Assistant. Likewise, if you feel the supplier is not being fair or reasonable, contact the appropriate Purchasing Agent.

What should I do if I do not receive an item that was purchased on a Penn State Purchase Order?

First, contact the supplier to see if the item was shipped. If it was, get the tracking number from the supplier. Check the tracking number on the shipping carrier's Web site to see where the item is.

If you need assistance, contact the appropriate Purchasing Agent's Assistant.


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