Procurement

Procurement FAQs

 

Accounts Payable-related questions
Chase credit card-related questions
Purchasing-related questions

Accounts Payable-related questions:

  • How do I request a sales and use tax exemption certificate? 
    Contact Procurement on our main telephone number (973-761-9370) and request a certificate. Confirm that the purchase to be made will be made via SHU Chase or AMEX credit card or via SHU AP check.  Provide the name and address of the vendor to purchase from and what is being procured.  Procurement will fax a copy of the filled out exemption form to the user to forward to the vendor.

  • In what states does Seton Hall have tax exemption status?
    As of March, 2010, Seton Hall is exempt from sales and use tax in the following states:  CT, FL, IL,ME, MA, MN, NJ, NY,PA, RI, TX, VT, VA

  • How come Seton Hall doesn't have exemption in all 50 states?
    Most states require that in applying for exemption the company applying resides in that state or a neighboring state.

  • How often does Procurement cut accounts payable checks?
    Twice weekly for regular AP checks and an additional two times per week to produce student refund checks.

  • How much lead time should I routinely provide Procurement to process a vendor invoice, check requisition or expense report?
    As much time as possible, but four to five business days at a minimum please.

  • Who should I contact in Procurement if I have a question related to the processing of a vendor invoice, check requisition, expense report, etc.?
    Please contact either our main number x9370 or contact the Procurement Supervisor on x9780.

  • Who can I contact if I have a question about what Banner Account number I should use to code my vendor invoice, check requisition, expense report, etc.?
    Please contact the Procurement Supervisor on x9780 or contact the Budget Office on x9369.

  • What is considered a proper business purpose for an item on my expense report?
    A proper business purpose as deemed by the IRS answers the following questions pertaining to the expense:
    Who received the benefit of the expense list? (List all who did).
    What was the purpose of the expense? (Why was the expense needed?) Where was the expense incurred?
    When did the expense take place?

  • What is the current university mileage reimbursement rate?
    As of January 1, 2010 SHU will reimburse all employees for mileage on business trips at a rate of $.50/mile.  This is consistent with what the IRS pays out.

  • Am I allowed to submit my expense report and request mileage reimbursement and a gasoline/oil receipt?
    No.  Employees submit for either mileage or provide specific receipts for gas/oil purchases.

  • How do I calculate my mileage reimbursement?
    Calculate mileage reimbursement based on mileage above and beyond the employees normal commute to the office multiplied by the current rate of $.585/mile.

  • Where can I find the university's check requisition and expense reports?
    Contact Procurement for copies or employees can find the forms on the University's Banner Blackboard site.

  • When do I have to obtain a W9 from a payee?
    W9s must be obtained from all doctors and lawyers and their firms or from non-employee, non-students providing services or receiving non-work related income from Seton Hall.

  • Can Procurement create an address in the Banner financial system for an employee or student?
    No.  Students and employees must work with Enrollment Services and HR respectively to maintain their current mailing addresses so that when reimbursement requests come to Procurement, the proper address in Banner we see/use ties to their student or employee ID in the system.

 
Chase credit card-related questions:

  • Who should I contact if I have a question about my Chase credit card?
    Contact the University's Compliance Accountant who at this time is Ms. Patricia Cook.  She can be reached at:  973 313-6337 or via e-mail at:  cookpat@shu.edu.

  • How do I request a new Chase credit card?
    All applicants must have supervisory approval to obtain a card and fill out the Chase card application form on our website.  This form is then submitted to Pat Cook for handling.

  • How do I request a permanent or temporary increase in my Chase card per transaction or monthly spending limits?
    The cardholder's supervisor must e-mail permission to do so to Pat Cook with sufficient notice for us to have Chase change the limits.

  • How do I obtain permission to use my card for travel and expense related expenditures?
    The cardholder's supervisor must e-mail permission to do so to Pat Cook with sufficient notice for us to have Chase add travel and expense spending to the cardholder's profile.

  • What is considered a proper business purpose?
    A proper business purpose as deemed by the IRS answers the following questions pertaining to the expense:
    Who received the benefit of the expense list? (List all who did).
    What was the purpose of the expense? (Why was the expense needed?)
    Where was the expense incurred?
    When did the expense take place?


Purchasing-related questions:

  • When do I need to obtain competitive bids?
    As per University Policy 104.6 on Competitive Bidding, unless the purchase to be made is from a preferred vendor or sole vendor, bids must be obtained whenever items or services being procured are for more than $10,000.00
  • Do I have to establish a purchase order (PO) to make a purchase for Seton Hall?
    No, but it is encouraged that all SHU employees consider setting up a PO to make a purchase.  This is so because whenever an authorized PO is set up, the funds associated with the order are set aside (encumbered) for the expected delivery of goods and then payment is made using the set-aside funds.

  • What are the benefits of setting up a PO?
    See bullet above.

  • Where can I find the university's purchase order form?
    Employees can contact Procurement to ask for a copy of the form or find it on the University's Banner Blackboard site under Finance Forms.

  • Who should I ask for assistance in obtaining competitive bids?
    Contact Procurement at our main x9370 or contact our Assistant Director on x6159.

  •   Who should I ask for assistance in finding a vendor?
    See above bullet.

  • Who should I contact if I need a purchase order processed?
    See above bullet.

  • Who should I contact if I have a concern with a university preferred vendor?
    See above bullet.

  • When can I use an alternative vendor to a university preferred vendor?
    Employees can use an alternative vendor from a preferred vendor only when emergency situations arise, when the preferred doesn't carry the item in question or via written bid/proof that the preferred vendor would charge more money for the exact item than the alternate vendor would charge.

  • Am I allowed to meet with vendors without informing the Procurement department?
    Yes, but SHU employees are encouraged to keep Procurement in the loop for possible assistance during any bid negotiations.

  • When do I need to have a contract signed?
    When the vendor in question requires one to be signed and/or if the item/service being procured is of extreme importance or for any legal reason would suggest that a signed contract would cover the University's liability in any way and would therefore be in our best interest to have a contract

  • How can a vendor become a university preferred vendor list?
    Vendors can be added to the preferred vendor list only via a competitive bid established by Procurement and then awarded to the winning vendor(s). 
Contact Us

Procurement
(973) 761-9370
(973) 761-9780
Fax (973) 761-9201
Bayley Hall Rm. 2

 
 

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