FACULTY & STAFF RESOURCES

Ordering Office Supplies

Purchasing Information and Requesting Purchase Orders

A purchase order is used for various types of special requests for good and services provided from all outside vendors. A purchase order is a legally binding obligation when accepted by a vendor. Any SON area that has this type of request must complete the SON Internal Purchase Requisition located in the Forms section. Please print the form and submit it along with the appropriate documentation to the Finance Office.

All requisitions must be submitted to the Finance Department for approval and along with the proper documentation (i.e. vendor information, catalog number, name of item, price, and method of shipment, quotes, estimates, contracts, and awards). After the internal approval process, it is the responsibility of the Finance Department to electronically submit the properly completed and executed official requisition through the ERP Procurement and Distribution System, which issues the official purchase order.

All purchase requisitions for goods, equipment, and services with a value of $25,000 or more are required to have bids from at least 3 competitive vendors.

Request for Purchasing Furniture and Computers

The S. Rose Business Furniture Company is the preferred vendor to purchase furniture. Please contact Kathy O’Linn in Room 1320 with all your office furniture concerns. All furniture, major equipment, and computer purchase requests must have prior approval from the Assistant Dean of Finance.

Planning for Special Events That May Require Refreshments

Authorized personnel who are planning an event or meeting where food service or catering might be required may contact outside vendors for food and drinks (i.e. pizza, sandwiches, continental breakfasts, or light refreshments). A dollar amount under $500.00 may be selected with payment made using your Case P-Card, if you are an authoring cardholder.

Bon Appetit is the University’s on-campus current food service provider and is recommended for any catered function or affair on campus. For those authorized who have further questions regarding Bon Appetit, please contact them at 216-368-4548.

Using Suggested Outside Caterers for Events over $500.00

The list of suggested Case outside caterers is intended to be for exclusive events costing $500.00 or more. For additional questions regarding outside caterers and the list of preferred caterers, please contact catering@case.edu.

Using Independent Contractors or Outside Vendors for Services

Independent contractors or contracts for services used at Case are outside vendors or individuals that are not employed by Case. These outside services provide a special service necessary to complete specific projects (i.e. consultants, creative services, honorarium, large catering events, facility rentals, hotel conference receptions, and musicians). In order to protect the University, a written agreement must be obtained from the providers prior to the start of the service.

How to Set Up an Independent Contract

If an outside contractor is considered appropriate for the project to be completed, please obtain the appropriate SON approval and complete the SON Internal Independent Contractor Form and either print or electronically send to the Finance Office.

Accounts Payable Information/Submitting Request for Payment

Request for payment, reimbursements, travel expense reimbursements, and travel advances are required to have prior approval from your immediate SON supervisor. This type of payment request can be processed with the proper user ID access for payment through the PeopleSoft 8.4 Financials system. Please print all payment requests and submit them to the SON Finance Clerk in room 1290 for further review and processing.

For those who do not have PeopleSoft 8.4 Financial access and have to process a request for payment, please complete the SON Payment Request Form, located in the FPB Forms section. Please print this form out and submit it to the Finance Office.

Business Travel Policy: Forms, Air Fare, Hotel, Meal Information, Mileage

Travel authorization obtained prior to all business travel must be received from the appropriate Dean or department head prior to arranging business travel. After obtaining the proper approval and budget speed type, it is recommended that all air fare travel, and whenever possible hotel and car rentals, be purchased through Traveline Travel Services, which is the University’s preferred travel agency.

For more information, please review the University's Travel Policy & Procedure Manual.

Reimbursement of Travel and Expense Reporting

A statement of Travel Expense should be completed shortly after the trip is complete. See the University's Statement of Travel Expense Form.

The traveler should provide as much detailed travel information as possible on this statement, along with detailed original receipts. The Travel Expense Statement must be accompanied by the PeopleSoft Payment Request Form, which requires ERP user access for completion. Print the Travel Expense Statement and submit it along with the corresponding receipts to the Finance Office for review and final approval.

All employee travel reimbursements are ACH direct deposited with five to seven business days.

Request Form for PeopleSoft 8.4 User Access

Prior approval is need from both your SON immediate supervisor and the SON Assistant Finance Director Office. Please email your request to the Finance Director. Complete the financial user ID access PeopleSoft 8.4 Security Access form, then print and return it to the Finance Management Office for approval and to schedule ERP training.

What Is a P-Card?

A P-card is a university MasterCard charge. The P-card is designed for small dollar business related purchases under $1,500.00. The P-card cannot be used for personnel items or for certain University products. Again, all requests for P-cards require approval from your SON immediate supervisor and the SON Assistant Dean of Finance. Please email your request to the Finance Office.

For information on the University's P-card policy, click here.