Purchases

• General Purchasing Forms and Policies
• Check Request Instructions
• Purchasing Office Supplies through Office Depot
• Purchasing Computing Supplies Through CDW-G
• Purchasing Computing Supplies Through Gov-Connection

General Purchasing Forms and Policies

Purchasing Policy

Credit Card Application Information

Requisition for On Campus Services

Receiving and Delivering Form

Purchase/Check Request Form

Check Request Instructions

1. Payee's Social Security No. should be filled in when payment is to individual for. services rendered. If individual payee is a University employee and has rendered service. This form should not be used. Rather a PCF (Personnel Change Form) should be submitted to the Human Resources Department. 

2. Since checks are written only twice a week, departments should allow 15 working days for processing of this check request once it has been received by Purchasing. 

3. All information required should be filled in on this form. Where expenses have been incurred, receipts must be attached to this request. failure to follow these instructions will cause delays in processing this check request. 

Disposition of Check

Purchasing Office Supplies through Office Depot

The University of Dayton has partnered with Office Depot for cost savings and office supply procurement needs. Online purchases will be delivered to your desk by 10:00 am the following business day provided the order was placed by 5:00 pm.

Office Depot Online Ordering System

Creating a user profile
A user profile and login are required to access the online ordering system. To obtain your user profile, and login information, please email the below information to Sondra Harris (sondra.harris@notes.udayton.edu) or Ken Soucy (ksoucy1@udayton.edu):

1. Your name (first, middle initial and last)
2. Your campus phone number
3. Building and room number for delivery
4. University Pcard information and general ledger account number
5. Your campus phone number

All purchases will be charged directly to your University Pcard or GL Account Number depending on the payment type you choose. The University Pcard is the preferred payment method.

Website login process
Once your user profile has been created, you will be notified of your login. You may then go to the Office Depot website http://bsd.officedepot.com and begin this convenient way of shopping for office supplies.

You will be asked to login to the website. Your login will be composed of: The letters ud, the first 2 letters of your first name, and your full last name. Your password will initially be password. You will be prompted to change your password to a new 6 character password on your initial login. Example of login: udjosmith (John Smith) Password: password

Ordering process
If you have any navigational questions or need assistance logging in, please contact the Purchasing Office at ext 92641.

In the event you have questions concerning products, pricing, order status, item availability, or need to return item(s) please contact the Office Depot Customer Service Desk at 800-543-0270. They will need the University’s account number of 38560766.

1. Open your Internet Browser, type in the following URL: http://bsd.officedepot.com, then add the website to your favorites. Enter your assigned Login Name and (initial) Password and click the Login button. The first time you enter the site, the “Login and Password Information” page will appear with the following message: “Your profile is not configured with a security question.” prompting you to select a secret question and provide an answer. Once you have provided all required information, click “Update” to save your information.
2. Click “Order By Item #” located on the Shopping Tools navigation bar on the left side of the page. Enter the item number(s) and quantity for each item(s) you want to purchase. The Comment field allows you to enter a name or project name at the time of order. This information prints on the packing list you receive with your order, providing a reference tool.
3. Once you have entered all items for the order, click the “Add to Cart” button. You will then see a listing of the items you added to your cart.
4. To place your order, click the “Checkout” button. This is the red button at the bottom right of the page and on the Shopping Tools navigation bar on the left side of the page. You will be given an opportunity to review your Shopping Cart. If you are ready to proceed with your purchase, click the “Checkout” button.
5. You will then be taken to the Checkout page. Please fill out all required order information i.e. Cost Center; PO, etc. (Items with an asterisk * denote required). You also have the opportunity to make changes to your Shopping Cart on this page. If you make any changes, click on the “Update Shopping Cart” button. Once you have completed your review of the information on this page, click “Place Order”. Note: A “Put this order on hold” button is available to hold the order, or for customer’s whose orders require approval).
6. To track an order; view the order detail; and/or make changes to the order, click “Order Tracking” on the left navigation bar.

Things to Remember

• REAL TIME INVENTORY
• YOU SEE YOUR ACTUAL CONTRACT PRICE FOR EVERY ITEM
• PLACE ORDERS UP TO 5:00 P.M. YOUR LOCAL TIME FOR NEXT DAY DELIVERY
• ORDER TRACKING – Allows you to view 18 months of your order history
• ONLINE TRAINING – Click on Customer Service Tab for Online Training
• ONLINE RETURNS –Go to “ORDER TRACKING”, click on the Blue underlined order number. Click on the SUBMIT RETURN button to return items for credit only.
• ELECTRONIC COMMERCE SUPPORT DESK – 1-800-269-6888 Hours: 7 AM to 8:30 PM, EST, Monday – Friday.

Purchasing Computing Supplies Through CDW-G

Introduction
The University of Dayton and CDW-G have developed a partnership in order to provide you with cost saving initiatives and procurement solutions to manage your computing supply needs. CDWG has provided the University with an online ordering system to simplify and expedite our ordering process. By ordering via the online ordering system, your purchases will be shipped at zero shipping cost for standard ground shipping directly to your office. This Program can only be used in conjunction with the University Pcard program.

Creating a user profile
A user profile and login are required to access the online ordering system. To obtain your user profile, and login information, please email the below information to Brett Collins

1. Your name
2. Your campus phone number
3. Campus address for delivery
4. Campus address for Pcard billing
5. Your email address (your.name@notes.udayton.edu)
6. Department and Pcard manager

Examples:
Delivery: University of Dayton Central Receiving
Attn:(Your building & room #)
1529 Brown St
Dayton, OH 45469 Billing: University of Dayton
Mailstop (+4 zip)
300 College Park
Dayton, OH 45469 

All purchases must be charged directly to your University Pcard.

Website login process
Once your user profile has been created, you will be notified of your login. You may then go to the CDWG website and begin this convenient way of shopping for computing supplies.

You will be asked to login to the website. Your login will be your email address and your password will initially be cdwg. You will be prompted to change your password to a new password on your initial login. Example of login: your.name@notes.udayton.edu Password: cdwg

Ordering process
If you have any navigational questions or need assistance logging in, please contact the Purchasing Office by emailing brett.collins@notes.udayton.edu or calling X92681.

In the event you have questions concerning products, pricing, order status, item availability, or need to return item(s) please contact:
Adam Sullivan
Sr. Account Manager
CDW-G
Direct # (866)339-4118
Fax # (312)705-8263
E-mail: adamsul@cdwg.com

1. Open your Internet Browser, type in the following URL: http://www.cdwg.com/udayton, then add the website to your favorites. Enter your assigned Login Name and (initial) Password and click the Login button. The first time you enter the site, you will be prompted to change your password.
2. Enter the part # or description of the item you are looking for, once found click most efficient contract to purchase under and add to cart.
3. Once you have created your cart please make sure quantities are correct.
4. To place your order, click the “Use Standard Checkout” button. This is the “orange” button at the bottom right of the page. You will use this the first time to make sure your Delivery address and Billing address are correct.
5. You will then be taken to the Shipping address page. Here you will use the saved shipping address or fill out all required order information in the “New Shipping Address” (Items with an asterisk * denote required). You will then choose the appropriate shipping. Next you will choose the appropriate Pcard from “saved Payment methods” or click the “credit card” radial and enter you Pcard information. Next in the “Cost Center Code” block please enter the account number this is being purchased under.
6. Finally you will be able to review your order including shipping address, billing address, product description, quantity, price and availability. If satisfied with these click the “Place this Order” button on the lower right side of the page.  

Things to Remember

• You are looking at real time availability
• You can see your contract pricing for each item.
• Orders placed by 5:00pm ships out same day and usually arrive in two days if in stock with standard shipping.
• You can view real time tracking on any order via this on-line system.
• You have access to all past purchase history and invoicing.

Purchasing Computing Supplies Through Gov-Connection

Introduction 
The University of Dayton and GovConnection have developed a partnership in order to provide you with cost saving initiatives and procurement solutions to manage your computing supply needs. GovConnection has provided the University with an online ordering system to simplify and expedite our ordering process. By ordering via the online ordering system, your purchases will be shipped at zero shipping cost for standard ground shipping directly to your office. This Program can only be used in conjunction with the University Pcard program.

Creating a user profile 
To get started please go to the GovConnection website . Here you can log in as a returning user or create an account. To create the account, please have the following information ready. If you have any questions, please email any questions to contact Brett Collins .

1. Your name (first, middle initial and last)
2. Your campus phone number
3. Campus address for delivery
4. Campus address for Pcard billing
5. Your University email address. (your.name@notes.udayton.edu)
6. Department and Pcard manager

Examples: 
Delivery: University of Dayton Central Receiving
Attn:(Your building & room #)
1529 Brown St
Dayton, OH 45469 Billing: University of Dayton
Mailstop (+4 zip)
300 College Park
Dayton, OH 45469 

All purchases must be charged directly to your University Pcard.

Website login process

Once your user profile has been created, you will be able to login begin this convenient way of shopping for computing supplies.

Ordering process 
If you have any navigational questions or need assistance logging in, please contact Brett Collins  at ext 92681.

In the event you have questions concerning products, pricing, order status, item availability, or need to return item(s) please contact: 
Peter Kelley
GovConnection
(800)800-0019 Ext 76160
PKelley@govconnection.com

1. 1. Open your Internet Browser, type in the following URL: http://www.govconnection.com/udayton , then add the website to your favorites. Enter your assigned Login Name and (initial) Password and click the Login button.
2.  Enter the part # or description of the item you are looking for, once found click add to cart. This will keep place the item in the shopping cart located in the upper right side of the page. Once you have entered all items you can check the cart by pointing the cursor to the items tab under the cart. From here hit the “edit or Checkout” button. Please check to make sure your have the proper quantities.
3. To place your order, click the “Checkout” button. This is the blue button at the bottom right of the page. On the next page it should show the shipping address of Central Receiving set as default along with a choice of shipping. Press “Continue” to go to payment method. Here you will enter your Pcard information and Billing information. At the bottom of this page you can click the blue “Continue” button. You can then select your payment method and fill in the Reference # field (please place the account number being purchased against here).
4. You will then be taken to the Review page. Here under the Special shipping instructions please put in Attn: (Your Name) (building and Room number). This will allow central receiving to deliver it directly to your office. When everything is correct please hit the “Submit” button at the bottom right side of the page. 

Things to Remember

• You are seeing real time availability of products.
• You are seeing our actual contract pricing.
• Orders placed by 5:00pm will be shipped same day and product in stock in there Wilmington warehouse usually arrives next business day.
• ORDER TRACKING – will give you current position of orders.
• ONLINE TRAINING – is available at http://www.pccadv.com/flashdemo/gov.