The four order processes at Seton Hall University (listed in order or preference) are as follows:
- The Credit Card process.
- The Purchase Order (PO) process.
- The Check Requisition or Direct Pay Invoice Process.
- The Travel & Expense Reimbursement Process.
Please note that the use of a department credit card and the PO process are recommended as both allow the university to process orders without having to immediately pay vendors for goods/services.
- The Credit Card Process:
With written approval from the applicant’s supervisor as submitted to Procurement, anyone at Seton Hall at the level of Cost Center Manager or above is eligible to have a departmental credit card ordered for them. The application process, card ordering, training procedures and statement submission procedures related to credit card use at any point in time are posted in separate university policies on Procurement’s website at: http://admin.shu.edu/procurement.
- The Purchase Order Process:
- The originating department determines its needs for goods or services and contacts Purchasing if necessary. A table of dollar levels will determine whether to competitively bid at this point. This table is detailed in the section entitled "Competitive Bidding" (104.6).
- The originating department issues a Purchase Order Requisition in Banner (the university’s financial system) which is routed through electronic approvals to the Procurement Department. During this process, budget for the proposed order is verified by Banner.
- Procurement will approve of the PO if it has proper funding, adheres to SHU Bid Policy (104.6) and is properly authorized. If the PO is rejected for any reason, Procurement will notify the originating department for further action.
- Banner will assign a purchase order number and encumber (set aside) the funds for the order.
- PO copies will be e-mailed or faxed to the vendor and ordering department by Procurement and Procurement will retain a 3rd copy for their office in an email account at firstname.lastname@example.org.
- The vendor will then provide the user department with the goods or services ordered and then bill the department directly referencing the PO # assigned to the order.
- Anyone in the office who can certify that the goods or services were delivered correctly can sign the PO invoice, highlight the PO#, retain a copy and submit the original to Procurement for payment. However, invoice price differences exceeding the greater of $25.00 or 10% of the cost of the original PO will require the invoice to be authorized by a SHU administrator following SHU Policy 104.0 on signature authorization.
- Procurement will process the PO invoice in Banner and cut a check to pay the vendor in an appropriate time frame.
- The Check Requisition or Direct Pay Invoice Process:
- When the use of a department credit card or PO are not options available, Seton Hall University departments may either create a Check Requisition to pre-pay for an item or service or have the vendor provide goods/services and then directly invoice the department for the items/services in question. This option should only be used after determining that the credit card and/or PO processes are not available to the ordering department.
- In preparing a check requisition for a pre-pay order, or signing off on a direct pay vendor invoice, the SHU department must follow SHU Policy 104.0 to ensure proper signatures have been obtained for the document in question. All backup pertaining to the order – including copies of winning and losing vendor bids for orders over $10,000 (see SHU Policy 104.6 on Competitive Bidding) – must accompany the check requisition or vendor invoice. Copies of all documents submitted to Procurement should be retained for office file. Payment requests to pay Independent Contractors for services must be submitted to Procurement accompanied with a signed IRS form W-9 by the payee.
- Procurement will process the check requisition or direct pay vendor invoice in Banner and produce a check in the appropriate time frame.
- Note: Procurement will only process for payment an original vendor invoice. Vendor statements, unless a "statement" is the vendor's only billing approach, will not be processed for payment. In addition, copies of vendor invoices will only be used upon confirmation from the department that the original invoice is unavailable. Procurement, in processing a copy, must confirm in Banner that the original was not already paid and denote it on the copy.
- Note: If the requesting department desires that Procurement submit an attachment to accompany the check created, they must provide Procurement with the attachment and a copy of the attachment for mailing with the check.
- The Travel & Expense Reimbursement Process:
Seton Hall University’s Travel & Expense Reimbursement Process is defined in SHU Policy 105.5.
May 1, 1997
Fax (973) 761-9201
Bayley Hall Rm. 2