Processes to purchase equipment, supplies, etc., vary depending upon the scenario. For assistance and recommendations on the required or best course of action, contact your project development officer at the IUP RI. The IUP RI will manage all purchases under Scenario One. Scenario Two depends on budget allocations, and Scenario Three is managed by IUP and follows the guidelines below.
Procurement Services at IUP assists the project director in acquiring all equipment, supplies, and services and in complying with Commonwealth Procurement law and all PASSHE and university policies and regulations related to such acquisitions. Services are provided online, and project directors or their support staff can receive training in the SAP system by contacting the Purchasing Services Group for training at 724-357-3077.
Purchasing Timeline for Advertisements
Please use the SAP online requisition for all advertisement purchases.
| Activity | Person Responsible | Time Needed to Process | Comments or Additional Information |
|---|---|---|---|
| Placement of advertisements, various media | Project Director | Two Weeks | Project director enters a requisition for an advertisement. |
Purchasing Timeline for Commodities
Please use the SAP online requisition for all commodity purchases, unless the purchase is less than $300 and can be picked up by the project director via the Purchasing Card.
| Activity | Person Responsible | Time Needed to Process | Comments or Additional Information |
|---|---|---|---|
| Local purchases under $300 (materials picked up by project director) | Project Director | Immediate | Project director purchases via Purchasing Card issued by Financial Operations. |
| Local purchases $300.01-$10,000 (materials picked up by project director) | Project Director | Two Days | Purchasing Office issues Purchase Order (PO) number to project director after receipt of SAP online requisition. |
| Purchases ordered by Purchasing Office up to $10,000 | Project Director and Purchasing Office | Two-Four Weeks | Purchasing Office places order and material is delivered to project director at address indicated on SAP online requisition. |
| Purchases ordered by Purchasing Office over $10,000 | Project Director and Purchasing Office | Four-Eight Weeks | Advertising and bidding required for all purchases over $10,000 unless eligible for Sole Source or Emergency Purchase or available PASSHE, COSTARS, or DOS contracts. |
Purchasing Timeline for Services
Please use the SAP online requisition for all service purchases, unless the purchase is less than $200 and can be arranged by the project director via phone call to Purchasing Office.
| Activity | Person Responsible | Time Needed to Process | Comments or Additional Information |
|---|---|---|---|
| Local services under $200 (arranged by project director) | Project Director | Immediate | Project director calls Purchasing Office for Purchase Order (PO) number. No SAP online requisition required. |
| Local services $200.01- $1500 (arranged by project director) | Project Director and Purchasing Office | Two-three days | Purchasing Office issues Purchase Order (PO) number to project director after receipt of SAP online requisition. |
| Services costing $1500 or less (arranged by Purchasing Office) | Project Director and Purchasing Office | One-two weeks - add one week if payment check is requested on date of service | Purchasing Office issues Purchase Order (PO) number to project director after receipt of SAP online requisition. |
| Services costing $1500.01 - $10,000 (Purchasing Office prepares Services Purchase Contract) | Project Director and Purchasing Office | Four-six weeks - Add one week if payment check is required on the date of service | Two weeks for contract preparation. Vendor signs contract (IUP has no control over how long vendor takes to sign contract but estimates two weeks.) One week for Legal Review. |
| Services over $10,000 | Project Director and Purchasing Office | Ten-twelve weeks - Add one week if payment check is required on the date of service | Bidding required for all contracts for services over $10,000 unless eligible for Sole Source or Emergency Purchase or available through PASSHE, COSTARS or DGS contracts. Two weeks for advertising. Two weeks for contract preparation. Vendor signs contract (IUP has no control over how long vendor takes to sign contract but estimates two weeks.) Four to six weeks for Legal Review. |
Purchasing Timeline for Legal Approval of Contracts
| Activity | Person Responsible | Time Needed to Process | Comments or Additional Information |
|---|---|---|---|
| Legal approval of contract for $1500 to $500,000 | University Legal Counsel and Attorney General' s Office | Five Weeks | Project director should contact Purchasing Office for instructions. |
| Legal approval of contract over $500,000 | University Legal Counsel, Attorney General' s Office, Office of General Counsel | Ten Weeks | Project director should contact Purchasing Office for instructions. |