Purchase Commodities

  • Computers

    • All computer requisitions require a vendor quote (Apple/Dell).
    • Vendor quotes must be valid for at least 30 days.

    Furniture, Carpet, and Window Treatments

    Photocopiers

    New copier purchases (currently no existing copier in place) requires senior staff approval.

    Printing (brochures, catalogs, journals, merchandise, t-shirts, etc.)

    Please note: Printing orders are considered commodity orders. The vendor is providing the service to print the items, but IUP is receiving a physical product.

    • Specifications (artwork, color, etc.)
    • Vendor quote
    • Print release from University Printing
    • Artwork approval from IUP Communications and Marketing office

    Software Licenses

    Procurement Services must have the following information to process a software license:

    • Vendor quote
    • Vendor terms and conditions
    • End user contact information (name, e-mail, phone number)

    Trade-In against Newly Purchased Items

    When obtaining quote from the vendor:

    • Details of items being purchased (just as any quote would require)
      • Description of item – make, model, part numbers
      • Cost of item
    • Details of trade-in
      • Description of item – make, model, part numbers
      • Serial number
      • Trade-in value given by the vendor

    Trade-in information will be entered on the item text tab detailing the trade, to include:

    • Description of item; make, model, part numbers
      • Serial number
      • IUP Fixed Asset number – if available

    As part of the text, information must be given to explain how the traded items will be removed from IUP. Examples to include, but not limited to:

    • Item to be picked up by vendor from John Doe at 111 Sutton
    • Traded items will be shipped to vendor at (give address) via UPS using cost center 4500xxxxxx
    • Traded items will be shipped to vendor at (give address) via prepaid label (include label as an attachment on the req)

    Trade-In Requisitions When the Dollar Amount Will Be $0

    A requisition must be entered even if the value of the PO will be $0.

    Information needed to be entered on a requisition when a trade-in will take place and the cost of the purchase equals the value of the traded items:

    Quote required from vendor – to include and must be attached to the requisition.

    • Details of items being purchased (just as any quote would require)
      • Description of item – make, model, part numbers
      • Cost of item
    • Details of trade-in
      • Description of item – make, model, part numbers
      • Serial number
      • Trade-in value given by the vendor

    The new item information will be entered onto a requisition; just as if it was being purchased.

    Trade-in information will be entered on the item text tab detailing the trade, to include:

    • Description of item
      • Serial number
      • IUP Fixed Asset number

    As part of the text, information must be given to explain how the traded items will be removed from IUP. Examples to include, but not limited to:

    • Item to be picked up by vendor from John Doe at 111 Robertshaw
    • Traded items will be shipped to vendor at (give address) via UPS using cost center 4500xxxxxx
    • Traded items will be shipped to vendor at (give address) via prepaid label (include label as an attachment on the req)