FAQ - Frequently Asked Questions

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Amazon Business

Through Amazon Business you will have access to all items available on the standard Amazon.com site, plus additional business-specific items and millions of items offering lower business pricing and quantity discounts.   Penn State Purchasing is enabling you to make the right buying decisions for your business needs.

To request a new Amazon Business account, send a request to [email protected]. Access Amazon Business by clicking the link directly from the registration email you receive. The first time you access Amazon Business, you will be prompted to create an Amazon Business account. Use your @psu.edu email address and PSU Lifetime password.

If you are unsure of how to activate your account or use Amazon Business, please contact Amazon at 888.281.3847 for assistance or you can watch the accompanying videos to Get started with Amazon Business.

I previously used my @psu.edu email address to register for a verified Amazon Business account.
If you previously used your @psu.edu email address to register for a verified Penn State Amazon Business account, you will need to de-register that account. All previous, stand-alone, Amazon Business accounts will be consolidated under the new, centralized account. Visit https://amazon.com/gp/b2b/manage/deregister to complete the de-registration process before accessing Amazon Business for the first time.

The central Penn State Amazon Business Account must be used for business purchases only, in accordance with our purchasing policies.  The Penn State Purchasing will have access to all purchasing history made through the centralized Amazon Business account.

No, moving forward if you are going to make a purchase on Amazon it must be through Penn State’s central business account and the payment method must be via your P-Card. If you do not have a P-Card please contact your Financial Officer.  Once you have your card you are eligible to get invited to the Amazon Business account to begin shopping and will want to contact [email protected].

No, you are not permitted to use your personal Prime membership for University business purchases.

Sales tax may be applied to items purchased from non-Amazon sellers. If your item is sold or fulfilled by Amazon, you can request a tax refund directly from Amazon by calling customer service at (888) 281-3847. If you purchased your item from a 3rd party seller, go directly to Orders, find your order in the list, and click Contact Seller. Please give the seller two business days to respond.

Amazon Business Customer Service can be reached at 888- 281-3847.

We value your input! We want to hear what’s working well and what you would like to see improved. Email your feedback to [email protected].

Payment

Goods Confirmation

A Goods Confirmation is an online acknowledgement indicating the goods or services on a Purchase Order have been delivered/fulfilled by the supplier.

A Goods Confirmation assists with properly processing invoices. Failure to create a Goods Confirmation results in a delayed payment to the supplier.

The shopping cart creator is the automatic default. However, a substitute may be assigned (DOCX).

Submit a Goods Confirmation after inspecting a delivery to ensure the quantity matches the Purchase Order.  Since SIMBA doesn’t know when an order is received to send a systematic notification via email, shoppers must be proactive to document the quantity delivered as soon as the order is filled. 
 
*All Shop OnLion free text purchases regardless of the dollar amount, and Lion Marketplace purchases with a total value greater than $5k require a goods confirmation.

Purchasing Card

You will set up your PIN when you call to activate your new card.   It will be important to memorize the PIN for your chip card.

If you enter your PIN incorrectly three times, your PIN will become blocked. This security measure is put in place to keep fraudsters from trying to guess your PIN should the chip card become lost or stolen. If you remember your PIN after it has been blocked, contact customer service at 1-877- 778-4762. Select 1 from the menu to connect with an operator who will help you unblock your PIN. You will be asked to provide your account number and assigned activation code, which is the last four digits of your PSU ID number. Once your PIN is unblocked, you may use your card normally. 

If you forget your PIN, contact customer service at 1-877-778-4762. The customer service representative will provide instructions on how to change your PIN using the automated menu. To access the automated menu, you will be prompted to enter your account number and assigned activation code, which is the last four digits of your PSU ID number. Complete the remaining prompts to select a new PIN for your chip and PIN card. 

The next time you use your card at a chip and PIN terminal, you may receive an “Invalid PIN” response up to three times. This process will sync your new PIN to the chip on the card. If you receive an “Invalid PIN” response, continue to enter your newly selected PIN number at the prompt until your transaction processes. If your transaction is declined, or if you receive a “Blocked PIN” response, contact customer service and select 0 from the menu to speak to an operator. 

If you forget your PIN and would like to keep your existing PIN, contact customer service (1-877-778-4762) and select 0 from the menu to speak with an operator who will resend your PIN in the mail. It may take five to seven business days for a new PIN to be mailed to you. If you need your PIN immediately, contact customer service, and the representative will advise you on how to change your PIN.

Contact your finance office. The finance office will submit a Purchasing Card Services Request through SAP Concur to cancel the card.

If your card is lost or stolen, contact Penn State Purchasing (814-863-6224 or [email protected]). If it is after regular business hours, call PNC Bank (877-PSU-4PNC or 800-685-4039) to cancel the card. Lost or stolen cards should be reported to your finance office as well.

You or your delegate may submit a Purchasing Card Services Request form through SAP Concur for the update. If your name has changed, PNC Bank will mail you a new card.

To help ensure legitimate purchases are approved, please notify PNC Bank by calling the number on the back of your card in advance of your trip.

If your card is not working properly, you or your delegate may submit a request through SAP Concur for a replacement card.

Your activation code is the last four digits of your PSU ID.

If you have unauthorized purchases, you should immediately call PNC Bank to report the card as lost/stolen. You should then inform your finance office and file a dispute with PNC Bank to receive credits for the unauthorized purchases. You have 60 days from the transaction date to file a dispute with PNC Bank.

All Purchasing Card transactions are settled in SAP Concur by either the cardholder or a delegate submitting an expense report.

Per FN10, itemized receipts are required for all event expenses. All event expenses, whether conducted during travel or while on campus, must be entered into SAP Concur. The information required to support the event expense (location, attendees, business purpose) must be entered for review and approval by the budget administrator and financial officer. The same holds true for group event expenditures.

Typical limits are below. However, limits may vary by department and cardholder.

Goods & Services

  • Maximum value of one transaction: $5,000 including shipping, handling, and special charges
  • Maximum total of purchases per cycle (16th of the month to the 15th of the following month): $18,000

Travel & Event Expenses 

  • Maximum value of one transaction: $3,000 including taxes, gratuities, and service fees
  • Maximum total purchases per cycle (16th of the month through the 15th of the following month): $20,000


There is no limit on the number of transactions, only on the dollar amount (dollar volume).

  • Goods and authorized services up to and including $5,000 per transaction (including delivery, shipping, or special handling), and/or
  • Travel and group meal/meeting expenditures up to $3,000 per transaction (including applicable taxes, fees, and gratuities)

No, personal purchases are prohibited on the Purchasing Card.

You or your delegate should submit an expense report through SAP Concur for any returned purchases.

Reverse Auctions

The Purchasing Agent facilitating the reverse auction is present, and the reverse auction requestor is more than welcome to attend the live event.

It’s not required that you be present, but as the auction requestor, you are invited to attend the live streaming event.

No, if you are not satisfied with the bids, for price or other reasons, Penn State can reject the results of the auction.

A reverse auction is a live, real-time, virtual bidding event in which qualified and pre-selected Penn State suppliers are invited to bid their prices down (versus up in a traditional auction).

A reverse auction is used when a competitive bid is identified for a large quantity of standard items with common specifications such as vehicles, residence hall and classroom furniture, and audiovisual equipment.

Purchases equal to or greater than $25,000 for standard items with common specifications qualify for a reverse auction.  

Choosing a reverse auction instead of a traditional written bid or proposal can save money. Over the past two years, Purchasing has saved the University about $1.7 million through reverse auctions. Typically, reverse auctions save time as well.

Search Purchasing’s commodity directory to identify the appropriate Purchasing Agent responsible for the commodity that you would like to auction.

After a Purchasing Agent conducts pricing research, the starting price will typically be the difference between the initial benchmark pricing obtained by either educational discount pricing, or sample quotes from various manufacturers.

A reverse auction could last a few minutes to a couple of hours, depending on the items being auctioned. Events for commodity items can be completed in a few minutes, while more complex items or multiple lots of items can require more time as vendors sharpen their pencils behind the scenes.

Supplier

All tax related questions should be directed to either the supplier's own tax professional or reach out to [email protected]

 

Please fill out the Bank Address first (which is further down the form) and then the routing number will no longer show as mandatory.

PaymentWorks is Penn State’s new cloud-based supplier onboarding solution.

Suppliers’ account management will be more streamlined, allowing for easier management of their profile, contact information, banking information, payment methods, payment history, and important documents such as for taxes, insurance, and certificates.

Yes, all suppliers will eventually need to onboard through PaymentWorks.

Penn State is onboarding suppliers to PaymentWorks in a phased approach over the next six months.

  • Phase 1: October - November, new suppliers registering with the University or any current suppliers that need to make changes to their existing supplier record will register through PaymentWorks.
  • Phase 2:  Beginning December 1, all current suppliers who conduct greater than 100 transactions annually will be invited to register through PaymentWorks.
  • Phase 3: Starting January 2023 the University will invite all remaining suppliers to register through PaymentWorks.

Current Simba suppliers will not be required to register in PaymentWorks UNTIL they need to make updates to existing information, or until requested to do so by receiving an invite to onboard from an authorized Penn State contact.

Suppliers onboarded through PaymentWorks will be able to update their own information through the PaymentWorks account.

Penn State will still offer the same payment options as today:

  • Automated Clearing House (ACH)
  • Check - check payments are sent via United State Postal Service. Opting for electronic payments will result in timelier payments.
  • Wire

Yes, you will be able to identify yourself as a diverse supplier through the supplier registration and upload your diverse certification at the same time.

For all name fields, please enter your name as it would be displayed on a check. Penn State prefers that individuals use all capital letters. For Example: NITTANY LION

Yes, you can access and update your own banking information within the PaymentWorks portal.

 

PaymentWorks uses various methods and industry-leading software to validate supplier’s banking information. In some cases, PaymentWorks will still need to speak with someone listed on the account. In those instances, you may receive a phone call to confirm any details.

  • W-9
  • W8 BEN-E or W8 Ben (if you are an international supplier or a non-resident alien performing work inside the US)
  • Certificate of Insurance
  • Diverse Classification Certificates

Please contact your current insurance provider for assistance. If they are not able to provide this information, you may reach out to the University Tax Office https://controller.psu.edu/insurance

Yes, the custom forms will change to accommodate the supplier type you select (foreign individual or foreign entity). Wire payments is the only method available for those with foreign bank accounts. Please make sure you enter your bank account details when appropriate.

Please access the Help Center and contact support in order to obtain a placeholder ID to use for your registration.

Yes, once enrolled, you will have the ability to view invoice/payment details. When you first enter PaymentWorks, select the ‘Invoice’ tab from the top menu bar; You will see a list of invoices with Penn State. Each invoice can be selected to view the full details.

Screenshots that show the tab detail and how to export into an Excel file can be viewed on this PaymentWorks article.

 

No. The onboarding process requires an email invitation and the supplier to complete and attest to their own information and can only be done by the company being onboarded. Access the Help Center and contact Support for additional guidance if questions arise.

Suppliers must login and register within 72 hours of receiving their approval.

 

If you have the W9, You can either enter the information in manually, or  contact support through the Help Center and provide the file through the Contact Support button.

If you are able to log into your account, click on the 'account' link in the top-right corner of the screen. Then click on the blue 'edit' button and update your email account. Be sure to click the green 'save' button to finalize all changes. You will then be able to sign into the account using the new email address.  The Password on the account can also be updated, if needed.

If you are unable to log into your account, access the Help Center to contact support, and they can assist with  updating your account email.

For additional technical information, please access the Help Center for further guidance.

Contact the Supplier Admin Team at [email protected] to have the invite resent.