University policy for the purchase of food for various functions:
The expenditure policy is the governing document that includes the purchase of food and can be found here: OSU Expenditure Policy. The guiding principles for the purchase of food on university funds include:
IT Purchases for CFAES have changed since the May 2018 implementation of the CFAES IT Transformation Project and the recent switch to Workday. As a change in procedure, all IT related purchases must be reviewed prior to purchase by IT services through a help desk ticket (RITM#). The RITM# must be included on all expense reports or requisitions. The IT Service Desk will continue to purchase standard items such as workstations and peripherals. This process has not changed and will be kicked off by a submitting a ticket to the IT Service Desk.
The Uniprint ordering system does not communicate with Workday, so similarly to 4-H Publications, we have to place the order through UniPrint and then enter the requisition to pay them in Workday. It is helpful to have both UniPrint and Workday windows open at the same time for this 2-STEP PROCESS.
After obtaining preapproval, go to the UniPrint website and begin to place your order through their online ordering form – but do not ‘SUBMIT” your order in UniPrint yet:
If you experience issues with round-trip (punch-out) functionality or cannot find a supplier catalog or item, please do not contact the supplier directly. Your help contact is based on your funding unit.
For UNIV funding units, contact the Marketplace Team= firstname.lastname@example.org [NEWSLINK 1.25.2021]
Per the updated Expenditures and Purchasing policy, personal reimbursements are at the bottom of the procurement decision tree and should be used as a last resort. Extension has historically relied rather heavily on personal reimbursements, and we know that sometimes that is the best option.
You can submit for reimbursement of personal expenses for goods/supplies using an expense report.
This will be a Create a Non-Catalog Requisition- already have your order in to Publications/Pay on Account- have that total amount ready for the CART screen, and have invoice saved so it can be attached in this process:
BuckeyeBuy is available to make purchases on University contracts (replacing eStores). This is the preferred buying method. (Requires shipment to office)
BuckeyeBuy job aid
Non-catalog purchase (regular purchase order to non-contracted vendor).
Non-employee reimbursements: We should avoid these as much as possible and use our own procurement methods to make purchases instead of our volunteers. Unsure to this point which panel we will use for these reimbursements.