Procurement and Business Services

Procurement and Business Services is located at 212 Ingram Hall, Auburn University, AL 36849 (on the 2nd floor), across the street from Samford and Langdon Halls. Office hours are 7:45 a.m. - 4:45 p.m. Monday through Friday, except on University Holidays. Parking is limited. See a vicinity map, a campus map, or get driving directions. Ingram Hall is near the intersection of North College Street and Magnolia Avenue (Toomer's Corner).

PBS provides value added services associated with the acquisition of and payments for the goods and services AU departments need to fulfill their missions. Services provided by PBS staff include but are not limited to:

• supplier enrollment

• processing purchase requisitions

• issuing requests for bid/proposal/quote and awarding resultant POs/Contracts

• review and approval of all contracts and Professional Services Contracts

• audit and approval of payment vouchers/requests

• records management

• corporate American Express program

• corporate Visa Purchasing Card program

• issuing payments to suppliers

• processing unclaimed property

Yes. Travel reimbursements to AU employees are made exclusively by direct deposit.

No. Cell phone service and equipment are paid through OIT Telecom.

Procurement and Business Services contract officers approve Professional Services Contracts.

AU functions in a decentralized environment in which AU departments/employees are given certain levels of delegated purchasing authority. Under that authority, departments are allowed to make purchases, $5,000 without going through a bid/PO process. Such purchases should be made via the Visa Purchasing Card as long as the type of expenditure is within the published Procard guidelines. In cases where the supplier does not accept Visa or the purchase isn't allowable within the Purchasing Card policy, the AU department can have the supplier bill the department directly.

Visit our Contracts web page or call Procurement and Business Services at 844-7771. The Contracts page is frequently updated.

Alabama laws states that bids are required for purchases of like items of $15,000, or more, campus wide during a twelve-month period. If any department/unit knows it will purchase like items in excess of $15,000 during the fiscal year, the purchase must be bid. It further states no purchase or contract involving an amount of $15,000 or more shall be divided into parts involving amounts of less than $15,000 for the purpose of avoiding the requirements of the competitive bid law.

Issuing bids and quotations is a function of PBS. Quotations received by departments from suppliers will be considered a resource for the PBS Buyers but is not legally binding. Procurement and Business Services will communicate with suppliers using the appropriate mechanism (RFB, RFP, quote) and the correct terms and conditions.

The following factors are considered:

• Location of bidders
• Complexity of the specifications
• Time factors (if expressed in the requisition)
• The projected date bidders will receive bids in the mail

Either call Procurement and Business Services at 844-7771 or visit our Contracts web page.

Bids/quotes must not be shared until after an award, and then only by the Procurement and Business Services Department.

Alabama State Law Act 2001-955, Section 4(a)(1), (2) and (3), Auburn University require the disclosure of certain information when AU enters into a contract for $5000 or more with a supplier.
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Read details in the Spending Policies.

Which one can be sent to the supplier?

Requisitions are internal forms while Purchase Orders constitute a legally binding contract with the supplier. Only Procurement and Business Services has the authority to issue Purchase Orders.

The Purchase Requisition form can be accessed in either Banner Admin (FPAREQN) or Purchase Requisition in Self Service Banner. Detailed instructions for both methods can be found on the Banner Finance Resource web site.

Using Banner Admin, perform a supplier search on either FTMVEND or FTIIDEN. Using Self Service Banner, search on the Purchase Requisition page using the Code Lookup feature for suppliers. Detailed instructions for using these forms can be found on the Banner Finance Resource web site.

We want you to place a realistic date in which you desire (need) the material or services on campus. This date is what Procurement and Business Services uses to establish delivery dates and often, decide whether or not to accept an offer from a supplier if the cannot meet this required date. Avoid "ASAP" as it has little use in determining the urgency of your need.

Access the account hierarchy report (FGRACTH) via E-Print.

A unit of measure listing is shown below.

The President of the University is authorized by the Board of Trustees to execute the contracts and other written instruments on behalf of the Board. In addition, the President is authorized to delegate signature authority to other members of the University staff for limited purposes.

Specifically, the Director of Procurement and Business Services has the sole responsibility for the procurement of goods and services for the University. The Assistant Director, Procurement Services, and Buyers have been delegated procurement authority by the Director of Procurement and Business Services. Contracts and agreement for goods/services must be sent to Procurement and Business Services for review and signature.

By University Policy some acquisitions do not require a Purchase Order. These are stated in the Financial Policies and Procedures as published. Examples include institutional memberships, insurance premiums, postage and post office box rentals and maps or photographs from a Federal agency.

"Sole source" status can only be argued if an item is available from only one source. When a sole source can be justified, Procurement and Business Services will send the "sole source" supplier a request for bid to establish the cost, delivery time, f.o.b. point, payment terms needed to prepare the Purchase Order.

If the annual cost of the maintenance contract is less than $5,000, no purchase order is needed for payment. If the annual amount exceeds $5,000 then a purchase order is required.

You can read AU's policies in in the Purchasing Card Program Policy Manual which has a Purchasing Card FAQ at the end.

Contact your department administrator to request a Purchasing Card application. You will receive an email that contains the application and the steps to follow to complete the process. You are required to watch a training video and complete a test before your application can be submitted.

The President is authorized to delegate procurement authority to University personnel for limited purposes. These individuals have delegated authority up to $5,000 per transaction. Only the Director has been delegated signature authority for procurement related documents. Within PBS, that authority has been delegated to the Assistant Director, Procurement Services, and Buyers (limited).

Federal reporting requirements must be met relating to certain services. A 1099 form must be prepared and submitted to IRS; therefore, services are excluded.

Send your request via fax (844-4306), email, or campus mail to Procurement and Business Services, 212 Ingram Hall using a Purchase Change Order Request Form - BO 50-07.

Procurement and Business Services will supply a letter to the requesting party. Forward your request to Tonya Hollis at tah0026@auburn.edu.

Access the eVendor Voucher system. Under the Completed Transactions tab, the payment information will be listed in the Chk/Inv Num column.

If the contract as approved by PBS states late charges will be assessed and the University agrees to it, yes. It is important for your department to process billing (invoices) in a timely manner to Procurement and Business Services.

Yes. Student Financial Services requires that student refunds be remitted by direct deposit. Contact Student Financial Services for more information.

Alabama State Law Act 2001-955, Section 4(a)(1), (2) and (3), Auburn University require the disclosure of certain information when AU enters into a contract for $5000 or more with a supplier.

Visit our supplier portal registration lnik, which has all the information you need to become a registered supplier.

No. Specifically, the Director of Procurement and Business Services has the sole responsibility for the procurement of goods and services for the University. The Assistant Director, Procurement Services, and Buyers (limited) have been delegated procurement authority by the Director of Procurement and Business Services. The Director of Procurement and Business Services has been delegated this signature authority by the President of the University.

Auburn's bid calendar is located at www.auburn.edu/pbs/bid-calendar.html. You may also call our office at 334-844-7771.

Bid due dates are arrived at by considering the

1. time needs of the University
2. location of suppliers
3. complexity of specifications
4. the projected date the bidders will receive the Invitation to Bid

We have found that two weeks is a good standard, but it can and does vary.

By State Law, Auburn University is exempt from the payment of Alabama Sales Tax (Section 40-230(15) Code of Alabama, 1975 and further explained in the Department of Revenue Rule G27-0513. Send all inquiries to Procurement and Business Services. Our Sales Tax Account Number (41506) is printed on all Purchase Orders.

We do not mail out acceptance notifications. You can contact Vicky Smith at 334-844-7771 and about the status of your registration.

We currently are not authorized to allow suppliers to 'advertise' on our site, but links to your company may be considered should you be awarded a major contract that is to be used by all Auburn University personnel.

Contact Procurement and Business Services to have your name added to the AU authorized purchasers list.

Contact the Alabama Department of Economic and Community Affairs (ADECA). They handle surplus property. ADECA's phone number is: 334-242-5100.

Also, the Department of Transportation and the Department of Public Safety dispose of their own property now. Contact: Department of Transportation at 334-353-6554 and Department of Public Safety at 334-242-4259

For University surplus property and open sales of this property, contact our Surplus Property Department at 334-844-4984.