When do I use a requisition, when do I use the Procurement
Card, and when do I use the Request for Payment form?
Please see our "Method of Procurement"
Policy.
You may also find the appropriate method of payment by commodity using our
Procurement Matrix. Back to
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How do I create a requisition?
Both
written instructions and
online
tutorials are available for creating requisitions, approving requisitions,
and for other useful information when using Banner and NOVASIS. Back to
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Should I use Banner or NOVASIS when creating a
requisition?
If you are familiar with Banner, requisitions are very easy to create. If you
are not familiar with Banner, our NOVASIS system is more user-friendly. Please
be aware that NOVASIS does limit the number of commodity lines to four. If you
have more than four different commodities on the same requisition, you must use
Banner. Back to
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What is the process once I submit a requisition? Requisitions are electronically presented for the appropriate levels of
approval based on the dollar amount of the order. The dollar amount of the order
is encumbered against the Department’s budget. Once approved, requisitions are
electronically forwarded to the Procurement Department for review, approval, and
conversion ito Purchase Orders. All necessary documents, such as quotes, should
be faxed (ext. 7719) or emailed (mary.morris@villanova.edu) to the Procurement
Department with the requisition number referenced. A Departmental copy of the
Purchase Order is sent via inter-office mail. Back to
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When does an order require a bid?
Generally, when using any of our
Preferred
Vendors a bid is not required. Please consult our
Competitive Bidding Policy and contact the Procurement Department (ext.
4231) with additional questions. Back to
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How do I use a vendor that is not on our
preferred
vendor list? In an effort to consolidate our vendor base and to ensure that you will
receive superior customer service and competitive prices, we have named
preferred vendors for selected commodities and services. It is highly
desirable that you use one of these vendors when purchasing goods or services
when possible. If there is a specific need that your Department has and we have
not yet provided a vendor for, please contact the Procurement Department and we
will be happy to assist you in establishing a vendor for your needs. Information
about how to become a new vendor with Villanova is available on our website under
About Us,
Notice to New Vendors. A
New Vendor Registration/ Vendor Profile and possibly
insurance are required for any new vendor. Please feel free to direct
potential new vendors to this site. Back to
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What happens when only one company offers the goods or services I need to
order? A sole source purchase is any product or service that is only available from
one source. Any Department requesting to purchase products or services that are
considered sole source must complete a
Sole Source Justification Form. For more information, please see our
Sole Source Justification Policy. Back to
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When can I get an Advance Purchase Order number?
Please contact the Procurement Department for an Advance Purchase Order number prior to
ordering items for emergencies. See
Advance Purchase Order Numbers for more information.
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How do I know which Buyer to contact regarding my
questions about specific commodities and Purchase Orders? Please see our
Buying Responsibility Guide for a list of commodities and Departments that
the Buyers handle. You can also contact Procurement at ext. 4231 to be directed
to the appropriate Buyer. Back to
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Does Villanova pay Pennsylvania sales tax?
The University is tax exempt on most, but not all, purchases. Please see our
Sales
Tax Guide for detailed information.
Vendors should be told that Villanova is a Pennsylvania Tax Exempt Entity.
Our tax exemption number is 75-25069-0. Some vendors may ask for a
copy of our exemption certificate; this is within their rights. Back to
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How do I obtain a Villanova University Procurement Card and what are the guidelines for using this card?
To obtain a Procurement Card, please contact
Helene Mercanti
in the Procurement Department at ext. 97445. You may also apply by filling
out a
Cardholder Agreement Form. Your Department Head must sign the request and submit it to the
Procurement Department for processing. This generally takes about 2 weeks. You will be notified when the card is available
for pick up at the Procurement Department in St. Mary Hall. Other information regarding the Procurement Card program can be found at the
Procurement Card Information website. Back to
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What is the current mileage rate for travel and business?
It is the practice of Villanova to reimburse mileage at the rate that has been
set by the IRS.
Please follow this link for
Mileage Rates. Back to
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When does Procurement issue checks to vendors?
Checks are regularly printed on Mondays and Thursdays. During the beginning of each semester, a Monday, Wednesday, Friday schedule is observed. (Note: during short week holidays the schedule may vary). Request for Payments, Travel Expense Reports and Invoices on Purchase Orders should be sent to the Procurement Department the morning of the day before the check run, for enough time to process for payments. For emergency payments, it is always best to call for special attention. Back to
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Where can I find information on traveling for the University?
Please see our
Travel website and
Travel Policy for
information about traveling for the University. Back to
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