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Use the “how-to” guides as a roadmap for the end-to-end procure-to-pay process, and for step-by-step instructions to follow when completing specific processes.

BUY FROM AMAZON BUSINESS

Amazon Business provides numerous business-specific benefits. One we are most excited to extend to Faculty and Staff is Business Prime Shipping. Business Prime Shipping provides FREE Two-Day shipping on Prime eligible items, no matter the order size.

As an added benefit, you will have immediate access to:

  •  Automatic tax exempt purchasing on items sold by Amazon.com LLC and participating 3rd party sellers
  •  Business pricing and quantity discounts on millions of items
  •  Access to a specialized business only Customer Service team at 866-486-2360.

Get started with Amazon Business

Requesting an Amazon Business Account

All Amazon Business purchases should be placed through Drew’s centralized Amazon Business account. To access Drew’s business account, please email procure@drew.edu with your request. Make sure to include your name, department, Drew email address, and budget manager. Your request will get processed within two business days. Once processed, you will receive an activation email directly from Amazon.com with the subject line, “Welcome to Amazon Business”. The activation period is time sensitive; please take action as soon as possible. For questions regarding on activating your account, please reference the Registration Guide posted here: Registration-Guide.

How do I activate my Amazon Business account?

Activate your Amazon Business account by clicking “Accept the Invitation” from the Amazon.com email; the subject line is “Welcome to Amazon Business”. The first time you access Amazon Business, you will be prompted to create an Amazon Business account. You must use your Drew email address for your Amazon Business account.

What if I have previously used my Drew email address to register a verified Amazon Business account?

All previous, stand-alone, Amazon Business accounts must be migrated under the centralized Drew account. Prior to joining the Drew account, you will need to de-register your account.

When I click “Accept the Invitation” in the activation email, I am prompted to log in. I do not know my log in credentials.

If you do not remember your password, please call Customer Service and ask for a link to reset your password. Customer Service can be reached at 866-486-2360.

Can I use the Drew University Amazon Business account for personal use?

The centralized Drew University business account should be used for business purchases only. Non-compliance with this directive may be considered mis-use of the program and result in cancellation of credentials.

I already use my Drew email address to make personal Amazon.com purchases

If your Drew email address is already associated with an Amazon.com, you will have the option to split off and transfer any purchase history to a separate account. You will be prompted to enter a new, personal email address (e.g. gmail.com or Hotmail.com)

Can I agree to the Amazon Business Terms and Conditions when I sign up for my account?

Yes, the Terms and Conditions have been reviewed and agreed to by Drew University Procurement.

Shopping on Amazon Business

What am I able to purchase on Amazon Business?

Drew University has established a centralized Amazon Business account to make purchases of items not available through other university suppliers. Through Amazon Business, Drew University has access to all items available on the standard Amazon.com site, plus additional business-specific items as well as other items.

How do I get FREE TWO-DAY shipping?

Through Drew’s centralized Amazon Business account, you will have unlimited fast, FREE Two-Day shipping on eligible items. Products eligible for Business Prime Shipping will be designated with a “Prime” logo on the product page and at checkout. Please note, not all shipping speeds are available for all items and all addresses.

Do I need to have a Drew University P-Card to make purchases?

No, the centralized Amazon Business account is paid through a direct bill. At the end of the month, Procurement will reconcile the transactions back to the FOAP provided by the requestor.

I am being asked to enter the account to charge and reason for my purchase prior to checkout.

All transactions must be recorded to the appropriate FOAP string to properly allocate the purchases into the department’s budgets. Each transaction must be supported with a documented reason for the request as all purchases must serve a direct benefit to the university.

I received notification that my order is pending approval.

The centralized Amazon Business account has built-in approval workflows to track all purchases prior to placing the order for shipment. This allows for the department budget manager and Procurement Services to effectively record all purchases for spend management and to redirect purchases to other university suppliers for cost containment.

How long will it take for my order to be approved?

As there is a two-level approval for each order, orders can take from one to five business days to be approved.

I submitted an order but it was rejected. Why?

Amazon orders may be rejected for many reasons. Situations in where the incorrect FOAP string is provided, insufficient justification for the purchase request or redirect of purchase to another supplier may be amongst the reasons your request may be rejected. Department budget managers and/or Procurement Services will reject the request with an explanation for the denial.

How do I share feedback with Procurement Services about my Amazon Business experience?

We value your input. We want to hear what’s working well and what you would like to see improved. Email your feedback to procure@drew.edu.

BUY FROM STAPLES ADVANTAGE

Procurement Services has partnered with Staples Business Advantage to serve as the preferred supplier for the purchase of consumable or expendable office supplies required for the day to day functionality of a department.

Staples Business Advantage gives the campus community more than 80,000 products, along with university-specific contract pricing and delivery dates. You can order and return online, minimizing the time and effort spent on procurement – and with Staples Business Advantage, the end user participates in the approval and purchasing process.

I do not have an account with Staples Business Advantage.

All Staples Business Advantage purchases should be placed through Drew’s centralized business account. To access Drew’s business account, please email procure@drew.edu  with your request. Make sure to include your name, department, Drew email address, and budget manager. Your request will get processed within two business days. Once processed, you will receive a welcome email directly from Staples.com; with the subject line, “Welcome to Staples!” with instructions on how to activate your account.

How do I place an order through Staples Business Advantage?

All orders must be done via the online tool via the Staples website. Ready to Order

How do my orders get approved?

All orders are approved by Procurement Services via an approval workflow. If department budget managers request, we can set up for approval routes to include order approvals at the department level.

How long will it take for my order to be approved?

Orders can take from one to five business days to be approved.

How do I check the status of my order?

To check the order status, go to www.StaplesAdvantage.com. Click on the “My Orders” tab on the hone page and then click, “My Order Status”. If you do not receive an email confirmation, your order was not submitted. Any orders not submitted will be automatically saved and remain in the shopping cart until you checkout.

How do I pay for my order through the online tool?

The centralized Staples Business Advantage account is set up as a direct bill for all purchases. At the end of the month, Procurement will reconcile the transactions back to the requesting departments and upload the charges via a journal entry. It is important for departments to check the FOAP on their order to ensure it will be charged to the appropriate department.

INITIATE A REQUEST FOR PROPOSAL (RFP)

If the potential purchase price for goods and services will be $50,000 or greater and is not a specialized good or service that would be eligible for sole source procurement, contact Procurement Services. The office will work on getting formal bids from multiple suppliers, and will start the RFP process.

To initiate a Request for Proposal (RFP), please send an email to procure@drew.edu and the Director of Procurement Services will work directly with the department on the following:

Pre-Bid Development

  •  Any scope of work that needs to be refined
  • Evaluation criteria
  •  Evaluation Team Committee
  •  Relevant dates (RFP issue date, due date of questions, RFP due date, etc.)

After Bid

  •  Review of proposals
  •  Bidder proposals and evaluations
  •  Negotiations
  •  Contract creation
  • Award
INITIATE A PAYMENT REQUEST

Certain goods or services like refunds, purchases below $1K and honoraria do not require a purchase order. Reference the payment request matrix to see if the good or service can be paid by payment request.

Payment requests are used to request payment for certain expenses that do not require the involvement of purchasing support. You can generate a payment request here and provide supporting documentation when submitting a payment request.

Reference the Payment Request Matrix to see if the good or service can be paid by payment request.

INITIATE A CHANGE ORDER

Change orders are used to make changes to an existing purchase order. Common changes include increasing the amount ordered or cost, decreasing the amount ordered or cost, cancelling the order, changes to descriptions, or addresses.

The process for submitting change orders depends on the type of change you are making.

Change orders to change the address, description, or non-monetary changes do not require a change order requisition. To request these changes, send an email to procure@drew.edu with the following information included in the body of the email.

  1. Contact information (name, phone, email, department)
  2. Original PO number
  3. Vendor ID and name
  4. Change details

Change orders to cancel a purchase order in entirety can be accomplished by sending an email to procure@drew.edu with the following information included in the body of the email.

  1. Contact information (name, phone, email, department)
  2. Original PO number
  3. Vendor ID and name
  4. PO Amount
  5. Reason for Cancellation

Change orders to update the FOAP string can be accomplished by sending an email to procure@drew.edu with the following information included in the body of the email.

  1. Contact information (name, phone, email, department)
  2. Original PO number
  3. Vendor ID and name
  4. PO Amount
  5. New FOAP string
  6. Reason for FOAP change

All other change orders (i.e. changing quantity, increasing or decreasing amount) are processed by creating a change order requisition.

Change orders that include monetary changes (increases, decreases, or cancellations) are submitted using the purchase requisition process. Use the Purchase Requisition Form in Treehouse and send an email to procure@drew.edu with any relevant documentation supporting the change to the purchase order.

  • Commodity Level Accounting must be used for change orders.
  • Transaction and delivery dates are today’s date.
  • Vendor code must be same as on original PO.
  • Reason for monetary change to PO.
  • Dollar value by which original PO is being increased

The purchase requisition will follow internal approval workflows prior to reaching Procurement Services. Upon review, Procurement Services will cancel the requisition, modify the existing PO and advise the department upon completion.

CLOSEOUT A PURCHASE ORDER

Departments should take action to close a PO when it is fully received and invoiced and there are no further payments due back to the vendor.  To determine whether there is an encumbrance on a specific PO, individuals may view the PO balances by running an encumbrance query in Self Service Banner.  This will include all open encumbrances for purchase orders within a FOAP.

Purchase Orders that meet all the following criteria are eligible to be closed:

  • All goods are received and/or services are complete; and
  • the PO has a remaining balance (encumbrance); and
  • all anticipated invoices have been received and paid.

If the above criteria is met, departments can submit their request to close a purchase order to procure@drew.edu stating, “Close PO _____ in the amount of $_____ (amount left on the PO).” Note: If an invoice is “in transit” meaning it is still in the AP workflow, a purchase order will be closed after the invoice has been approved and payment has been posted.

INITIATE A REQUISITION

Expenditures should be planned sufficiently in advance to allow Procurement Services to obtain the best price and/or overall service.

The Requisition is the internal purchasing document that gets converted to a PO document.

The Requisition form is available online (on the Employee tab) through Treehouse.

The Requisition form is used to document what goods or services are being requested to be purchased and is completed by the department end user. As per Drew University Policy: Requisitions are required for purchases of goods or services over $1,000.

The Requisition needs to contain the following information to be completed:

  • The items or service required with quantities needed.
  • The Department Name with address and phone number.
  • The Department FOAP to be charged.
  • The Delivery – Ship to Address and/or person to be contacted for delivery with a phone or cell number. Any details about delivery as well.
  • The Vendor requested – address and phone number –contact if available.
  • Documentation of the item(s) requested – quote, bid

All Requisitions must be signed off by the appropriate Authorized Signatory Level. Purchases of over $5,000 must also be signed by the Dean/Chair or Vice President (see Authorized Signatures).

The Requisition is then routed to Procurement Services to be reviewed, processed and entered into Banner for a Purchase Order to be created. Each requisition must include detailed explanation to the nature of the purchase. Please do not send the Requisition to the Accounts Payable Department, as this will cause a delay in processing.

A Requisition may be held up in Banner due to non-sufficient funds or funds. Please make sure to have funds available and correct accounting codes have been assigned and sufficient funds have been allocated within that account line, or this may result in a delay in processing your order.

No Requisitions are to be sent to Vendors.

Reference the Self Service Requisition guide to learn more about how to enter a requisition.