PURCHASING TRAINING
CREDIT CARD CHANGES:
IF YOU CAN USE THE CREDIT CARD FOR PURHCASE UNDER $2500.00 PLEASE DO SO.
YOU CAN NOW PAY FOR A REGISTRATION USING THE CREDIT CARD IF THE
REGISTRATION DOES NOT INCLUDE FOOD OR TRAVEL.
How do I know when to use a Payment Request vs Requisition?
In most occasions, a Payment Request is used to reimburse someone for something.
Honorariums --must include Honorarium Payment Form
Participant Fees, Moving/Relocation, Employee/Student Reimbursements-Supplies/Fees,
Employee/Student Reimbursements-Food, Employee/Student Reimbursements – Memberships,
Stipends, Petty Cash, Cash Advance/Gift Cards/Team Travel Advances, Enterprise Rental and
Gas.
Things to remember when entering a requisition in PeopleSoft:
 In the Requisition Name: Start with a U then Describe your requisition (Put
the invoice number so you know what invoice you’re paying)
 Must have a supplier---if they are not in the system have them fill out the
Supplier Information Packet. Send this completed packet to Elaine or
Tammy to send to Columbia before entering the requisition. Please have
them fill out at least the W-9 and Supplier information form. Columbia will
only add a supplier without the Supplier Information Form on a case by
case basis.
 You should be the requester
 Put CASHTM OR EREESE as the buyer
 Location or Ship To: This should be changed to 780 for the USCU main
campus
 Fill in the Category and Unit of Measure
 Item Description: ALWAYS start the description with “U”. Make sure you
have a complete Description of the Item (part number, manufacturer, etc.)
Tell us who, what, when where.
 DUE DATE: Must put the date the service is to be complete or the goods
are to be delivered. If it is a blanket, it should be the last day of the term of
the blanket.
 Separate line items for parts and labor---should be broken out on invoice or
quote.
 DO NOT enter $0 items as a line item—if you do, you will have to redo the
requisition. You can list any $0 items in “Notes”
 DO NOT enter Tax as an item. The system will automatically calculate tax
on the tax if it is an item on the requisition.
 DO NOT enter freight or delivery. This will be added at the PO level.
 Check to make sure the requisition total and quote or invoice total match to
excluding tax and shipping.
 If the requisition is for a Blanket, put BPO for Blanket Order after the U and
make sure you put the effective dates on the requisition and change the drop
down to receive by amount and put a note in the comments section on the
Requisition to make the PO “amount only”
 If the requisition is for a Contract, make sure you put the effective dates on
the requisition and the year of the contract it is. If it is for a State Term
Contract, put the State Contract number.
 If the requisition is for a performance, please put the performance date in the
description.
 ALWAYS list the justification for the purchase in the justification box.
Every purchase should be one of the following:
o Fair and Reasonable – should have a quote or invoice
o Sole Source – need advance approved justification for SS
o Emergency – need advance approved justification for the
emergency
o Contract --- put State Contract number or Solicitation number
o Exemption – list exemption
o Grant-If it is a grant, the company you are buying from, must
be mentioned in the Grant and it must be attached to the
requisition
 Bid: If the requisition is for $10,000 or more and you can’t state one of the
above justifications, it must be bid. Stop the requisition process and contact
Tammy 5353.
 Additional Information: If you have additional information for an item,
make sure you check the boxes for “Send to Supplier”, “Show at Receipt”
and “Show at Voucher” or it will not carry over to the Purchase Order.
 If you have Additional Information at the PO level, do NOT put it at the
item level, put it on the main screen (3rd page)
 Accounting: If you have multiple items that all have the same codes,
complete the Chartfields on the first screen so that you do not have to enter
for every item.
 Chartfields 1 and 2: Make sure all the codes are filled in (Location, GL
Unit, Oper Unit, Dept, Fund, Account (object code) and Class. If this is
incomplete, the requisition cannot be processed.
 Class: Class defaults to 936 for 52083—change to the correct account code
for what you are buying
 Attachments: Make sure you attach a quote or invoice if you have it or a
signed agreement. Include anything that will help us process the request.
Scan all documents as 1 attachment. As for now, multiple attachments will
not carry forward. Identify the attachment in the comment section and check
the boxes to send it to supplier, show at receipt, and at voucher.
 Budget Check: If the requisition is not Budget Checked, it will show as
“open” status and it will not be processed. If you forgot to Budget Check,
go to Manage Requisition and in the drop down box, choose Budget Check.
 Approval: You will get an email after your requisition has been approved.
If you will forward this email to Tammy or Elaine, we will make sure we get
the PO started
 Once the PO has been dispatched:
 If you attached an invoice and it not a blanket, you do not have to receive the
item(s). DO NOT SEND THE INVOICE TO BARBARA. This causes her
extra work.
 If you didn’t attach an invoice, you must go into PeopleSoft and receive
the item(s) when you get them. Then email the invoice to Barbara
Powell at [email protected]. Please write the PO number on the
invoice.
CHANGE ORDER
New Process for Purchase Order Changes/Edits
Effective immediately, request an edit to your Purchase Order via an e-mail to the buyer of
record for the following changes:
 Quantity on a line
 Amount on a line
 Unit Price of an item
 Item Description
 Shipping Address
 Due Date
However, prior to submitting your e-mail you MUST have your request approved by your
Approver(s) or requests will be returned.
NOTE: If a purchase order has already been receipted, vouchered or paid, a new requisition is required
and a new purchase order will be issued.
Steps for Requestor and Approver
1. The requestor identifies the change to be made to the Purchase Order. The change can be
any of the following (include a revised quote if applicable):
a. Change purchase order line quantity.
b. Change purchase order line amount (Amount Only).
c. Change the unit price of the item.
d. Change the shipping address.
e. Change the item description.
f. Change the due date.
2. The requestor informs the approver of the requested change via email.
a. The approver must approve the change.
3. The approver submits an email to the buyer of record in the Purchasing department
outlining the change. The information below is required in order to process the change.
a. Requisition number(s) and PO number.
b. PO line sequence number (if more than 1 item on PO).
c. If quantity is changing; provide updated quantity.
d. If amount is changing; provide the updated amount.
e. If unit price is changing; provide the updated unit price.
Steps for Purchasing Buyer
Buyer receives the email and will update the PO after confirming approval and reviewing for
procurement. Any comments and/or attachments to the e-mail will be saved to the PO.
How do I know if my Requisition/PO has been paid?
1. Go to Manage Requisitions and find that requisition.
2. Click on the grey arrow next to the Requisition ID to expand the line
3. You should be able to see the actions or progress of the process.
Please go in every day or so and check your requisitions. Make sure they are
being processed. If you see that the Request status has anything other than PO
Dispatched, you need to see why.
Check to see if the budget is valid
Make sure you put a vendor in
Make sure the approvers have approved it.
Make sure you forward the approval email to Tammy or Elaine.
If all these are done, contact purchasing for help in finding out why the PO has
not been dispatched.
RUSH ORDERS AND CHECKS PRINTED UPSTATE
Columbia is not going to rush checks! Especially if we wait to put in a requisition and expect a
check within a few days. Please plan ahead.
CLOSED PURCHASE ORDERS
Columbia is closing any PO that has not had any activity within a three month period.
If you put a due date, they will not close until after that due date.
HOLDING INVOICES
Please make sure to create a requisition as soon as possible for all invoices, or if you already have a
requisition that needs to be received as the invoices come in, please do so in a timely manner.
PAYMENT TERMS
Do not agree to payment terms other than the standard Net 30.
BLANKETS FOR THE NEW FISCAL YEAR
Do not enter new blankets for the new fiscal year. However it would be wise to be ready when
Columbia gives us the go-a-head.
How do I see the invoices that have been paid?
1. Enter the PO number in PO ID 2. Search 3. Click on Document Status
4. Click on Payments 5. If you see that payments have been made, it will show you how many 6. Click on the Doc ID 7. Click on the Payment Reference ID 8. This shows two invoices were paid. Click on the first Voucher ID 9. Then click on Actions 10. Click on Voucher Details 11. Click on Attachments 12. Click on the link to the attached invoice and the invoice will open. If there are multiple invoices, go back to step 8 and click on the next invoice. Summary of Several New or Changed Procedures for Travel 2-12-2016
REIMBURSEMENT PROCEDURES FOR ENTERPRISE RENTAL AND GAS
Effective February 12-2016, you WILL NOT, put rentals from Enterprise on Travel. You will enter a Payment
Request, with Enterprise as the supplier, in PeopleSoft and attach the receipt to the Payment Request.
If you paid for gas, in order to get reimbursed, enter a Payment Request, in PeopleSoft, with you as the supplier and
attach the gas receipt. However, if you had other travel expenses such as meals, etc., you may submit your gas
receipt with the other expenses in lieu of a Payment Request.
RATE OF REIMBURSEMENT
For individuals who travel on University business using a personal vehicle, even though a rental car or state vehicle
is available, the reimbursement rate will be 50 cents per mile. If a private car rental or state vehicle is not available,
the reimbursement rate will be 54 cents per mile.
Please use these new rates when preparing Travel Authorizations (TAs) and Travel Reimbursement Vouchers
(TRVs) for travel that will occur on or after January 1, 2016.
FORMS AND APPROVAL SIGNATURE REQUIRED
During a review by Audit and Advisory Services, a recommendation was made to add an approval signature to the
Travel Reimbursement Vouchers (TRVs). The Controller’s Office has updated the form and it can be found on our
website at the following link: http://web.admin.sc.edu/control/forms/trv-form.pdf .
Effective, February 15, 2016 all TRVs submitted to the Controller’s Office must include the approval signature.
ENTERPRISE RENTAL (Rental for less than 30 days)
The university has an account with Enterprise Rental. Enterprise will drop off and pick up vehicles from campus. It
is important to plan ahead and communicate with Enterprise about the account to be charged, the location for the
rental drop off and pick up, and the size of vehicle needed for the trip; the charges vary depending upon the size of
the vehicle.
Reservations:
Call: 864-542-1838. Choose OPTION 4. This is the Asheville Hwy location
Tell them you are from USC Upstate
They should ask you what size vehicle you need
Give them the account to charge the rental to
Tell them when you need the car to be dropped off and picked up
Tell them where to park the car and with whom to leave the keys
If Enterprise needs the state contract number, it is: 4400011781, go to Vehicle Rental Services, Click on
Spartanburg
For Enterprise rental rates, click here, go to Vehicle Rental Services, Click on Spartanburg.
If Enterprise doesn’t have a car, Hertz is also a state contract vendor and you can find their contact and rental
information here, go to Vehicle Rental Services, Click on Spartanburg.
For those of you traveling from Greenville, click here to get the contract information for Enterprise and Hertz. Go to Vehicle Rental Services and Click on Greenville.