eTools: eRequest


 
 
Notes:
  • If ever a request is critical (for example: radioactive materials requests), please note this in your business purpose and/or send an additional email to the approver(s). Please only request an order to be marked "critical" when absolutely necessary.
  • When placing an eRequest, please make sure that your business purpose is clear, the PI lab name is included, appropriate documents are attached, and the correct chartfield is provided.
    • For grant purchases, you must use the fund 590000
    • Please provide chartfields in full
  • Review the Uniform Guidance Update from OSP
 
Below is the order of the preferred method of puchasing:
 

1. Internal Order:

  • Create "New" request
  • Choose "Internal Order"
  • Choose a vendor from the Internal Vendor list provided. If the Internal vendor is not listed, enter the vendor name in the space provided
    • Double check with the internal vendor that they are appropriately listed within the list (some areas have multiple options)
    • Include contact information (name of contact, email, phone), where possible, if the internal vendor is not showing.
  • Attach any necessary documents and search for PI (if necessary) to workflow for approval.
  • Enter chartfield (be sure to choose either UNIV or OSURF) in its entirety (ORG, Fund, Account, Project, Program (if needed), User Defined (if needed))
  • Click "Continue"
  • Click "Submit for Approval"

2. eStores Purchases

  • Only OSU contracted vendors will appear in eStores; please review the list of vendors prior to getting a quote.
  • Get a quote from the vendor if necessary; most contracted vendors can build quotes into eStores either under their supplier link or under eStores MyQuote (the vendor should let you know where the quote will appear).
    • If a preferred vendor states they cannot build the request in eStores, or you have trouble moving it to the cart, let the Department know.
  • Click "New"
  • Select "Standard Purchasing Request" (this is the default choice)
  • Click on the red "eStores" button to log into eStores.
  • On the top of the eStores portal, click on "Supplier Websites". Review the list provided and pick the vendor needed to complete your order.
    • A search for items can be completed within the vendor's page.
  • Load the items into your cart and checkout.
  • After checkout, you will be taken back to your eRequest page to complete the order (Ship to, business purposes, funding, and (if necessary) approver search).
    • Please use the appropriate on campus addresses; items should not be shipped to the department office unless there is a special circumstance (for example, a dry ice package and you may be out when it arrives)
    • Be sure to include the lab name in your business purpose
    • Do not list the lab address in the business purpose.
  • Submit your request for approval.
3. Department PCard: The department card must be signed out prior to making a purchase and the purchase must be approved prior to signing out the card (by submitting an eRequest). Once the purchase has been made, immediately return the card along with an itemized final receipt and final credit card receipt (if not on the same receipt). Staci or Natasha can submit and complete eRequests if changes are needed to the original pre-approved eRequest if necessary.
  • University department pcards are tax exempt. If your purchase contains tax, it will be your responsibility to get tax removed
    • If a company requires a tax exemption form, please contact the department office or use this form (name.# and password required; form cannot be used for personal purchases).
  • Only University/Department funds can be used when making a PCard purchase (provide chartfield in eRequest); DO NOT attempt or plan to use OSURF funds for Department PCard purchases
    • If a PI's lab has an American Express pcard for a grant, please work with OSP to stay compliant with their requirements. The department is not responsible for OSP cards.
  • When using the card for meals, the tip cannot exceed 20%. If the tip is over 20%, it will be your responsibility to get it fixed.
    • Guest lists must be provided when purchasing/providing meals for seminar guests.
  • No alcohol purchases
  • Only the departmental pcard manager can make purchases to Amazon with the departmental pcard.
  • Pcard purchases must be in compliance with university policies
    • If ever you are unsure on how to interpret a policy, please contact the Department office.
  • Lab meals cannot be paid for using university (or OSP) funds. Please see Staci if you have questions related to this policy.
  • Do not, under any circumstance:
    • email the number of a departmental pcard
    • take a photo of our pcard
    • save the pcard number in your computer
4. Standard Purchasing Request/Purchase Order:
  • Get a quote from the vendor
    • If ordering an item from within eStores, you do not necessarily need a quote. If you are unsure, contact the Department Office or review #2 above.
  • Click "New"
  • Select "Standard Purchasing Request" (this is the default choice)
  • Complete required fields and enter chartfield information in its entirety
  • Attach quote(s) and any necessary documentation [Quotes must be provided for requests $1,000 and above; however, best practice is to always attach a quote for reference if one has been provided]
  • Click "Continue"
  • Click "Submit for Approval"
  • Once a PO has been created--if ordering outside of eStores--you are required to send the official Invoice (along with the PO#) to accounts payable. [For OSP: OR-AP@osu.edu; For University: apinvoices@osu.edu]
    • If the PO starts with "RF", you forward the invoice to OR-rfap; if the PO starts with "03500", you forward the invoice to apinvoices
  • Standard Purchasing Requests must be in compliance with the university expenditures policy.
    • Purchase Orders must be requested/issued prior to the purchase occurring (including any related shipments) or it will be classified as After-The-Fact (ATF). Please add a comment to the eRequest that work has not started when/where relevant.
    • Samples cannot be submitted (or shipped) and work cannot be started prior to the PO being issued.
    • After-the-Fact purchases must follow the ASC Exception Process*Please be aware, that ATF exceptions do not have to be approved by the Department or College Office. If an exception is needed, please contact the department office with questions and concerns.
      • Always make sure you are providing enough time to process purchases/services in order to avoid exceptions.
    • Goods over $25,000 and Services over $50,000 require a waiver of competitive bidding and approval. Request additional information and guidance from Jeff or Staci.
  • When purchasing on a grant, there are additional rules that MUST be followed.
    • Please review the Uniform Guidance Update as it pertains to procurement here.
5. Reimbursements: Submit receipts to the Department Office for reimbursements; DO NOT enter a reimbursement for yourself or anyone else within the department. Reimbursements via eRequest are non-travel related reimbursements only.
  • Reimbursements should not be your first choice when purchasing items and should be kept to a minimum.
  • If a purchase has been made on your personal credit card, the tax can be reimbursed only if the department approves; we are not required to reimburse tax.
    • You cannot ask that a vendor remove tax from your personal credit card purchase as that is against the state tax exemption law.
  • Reimbursements should not happen regularly for lab purchases and only items that are university compliant will be reimbursed. If the reimbursements begin to happen too frequently, they will be denied and we will discuss how to avoid this in the future.
  • DO NOT purchase capital equipment with your personal funds.

If you have any questions about these policies, please contact the Department Manager, Staci Schweinfurth (schweinfurth.22).

 

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