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Always review your account for adequate funding
before making purchases!
The purchasing policy and procedure manual, and
forms can be found on the nursing shared drive “S” at
Nursing/Nursing/Forms.con/FA/Purchasing/Purchasing Home Page/Procard
Information. They can also be accessed through the Fiscal Affairs link
on the CON web page at http://www.etsu.edu/nursing/conpages/fiscal_affairs.asp.
1. Purchasing Forms and Methods:
a.
Departmental Requisitions, ETSU ProCard, Intra-university Requests
(BioMedical Communication, University Press, Bookstore, Central
Receiving, Physical Plant, etc.)
b.
Memos for reimbursement – must have original receipts.
NOTE: Taxes are not reimbursed.
2. The Departmental Requisition:
- ___ Obtain requisition number (K-XXXXX) and place in appropriate
box
- ___ Provide vendor name and address
- ___ Provide information for item(s) being requested
- ___ Indicate cost per unit and total cost for each item
- ___ Provide total for all item(s) requested
- ___ Attach any additional required information (ex: order form,
quote on computer,
equipment, justification for equipment over $5,000, etc.)
- ___ Obtain required signatures
- ___ Route to Fiscal Affairs
3. Using the ProCard
a. For purchases <$2000 which are not
subscriptions, ads, repairs or other services, pre-payments,
memberships, registration, travel expenses and some other expenses.
b. To use the ProCard:
-
- ___ Ensure adequate funding
- ___ Notify vendor of tax exempt status
- ___ Log purchase in your pro card log book
- ___ Notify Fiscal Affairs weekly of ProCard purchases
- ___ Keep original receipts and packing slips for submission with
monthly statements.
Receipts should have a clear description of item(s)
purchased.
- ___ Verify monthly statements against your log, attach original
receipts and packing slips.
- ___ Sign verified statement and route to approving administrator
for signature. (if
applicable)
- ___ Send signed monthly statement with receipts and packing
slips to Fiscal Affairs.
4. Purchasing From an Internal Unit
-
___ Obtain requisition number and place on form.
-
___ Complete form specific to the internal unit.
-
___ Secure signatures.
-
___ Route to Fiscal Affairs.
5. Receiving Purchases
- ___ Verify purchase order number and items received.
- ___ Check condition of merchandise (outer packaging).
- ___ Note if items are being returned.
- ___ Sign and date packing slip. (If no packing slip – email
Donna the information to leed@mail.etsu.edu)
- ___ Forward packing slip to Fiscal Affairs immediately.
6. Processing Invoices
-
___ Send all invoices to Fiscal Affairs.
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___ To verify payment, view FRS or ~e-print reports.
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