Purchasing FAQ's

Q: Why should I utilize the Purchasing Department; after all, who knows better than I do what goods or services I need?
The Purchasing Department is not here to dictate your needs. As the user of the products or services, only you can understand what works best for you. However, all of us have a responsibility to not only provide the best product at the lowest price, but also to those who support and, more importantly, fund the educational process.

Q: Why do we bid?
The purpose for bidding is to guarantee that Wellesley College always receives  the best prices for quality goods an/or services. Allowing vendors to compete in an unbiased and open setting assures that we receive the best possible value.

Q. How long does it take to get a PO after submitting a Purchase Requisition? 
Purchasing processes all purchase requisitions within 48 hours unless more information is needed to complete the PO. In cases where more information is needed, the process is dependent upon the time needed to obtain the necessary information. In emergencies, a PO number will be provided as quickly as possible, usually the same day.

Q. Where can I get a Purchase Requisition form? 
From the Purchasing Department, ext. 2036, or download the form here.

Q. Who needs to approve a Purchase Requisition? 
The Departmental Budget Administrator or someone given that authorization by the Budget Administrator using the Authorizing Signatory process.

Q. Where can I get Tax Exempt Certificates? 
Please click here to download the current Wellesley College Tax Exempt Certificates.

Q. What do I need in order to have a check sent with the PO?
You need to provide an original invoice, original receipt, or an order form from the vendor with the Purchase Requisition. Faxes are not acceptable.

Q. Who do I call when I have a question regarding purchasing an item?
Call the Purchasing Manager at ext. 2471 or the buyer at ext. 2036.

Q. What is the difference between a Blanket PO and a regular PO? 
A regular PO is used for a one-time purchase and a blanket PO is used when the intention of the department is to make multiple purchases frequently from the same vendor using the same budget code. A blanket PO is set up for a specified period of time, usually one fiscal year.

Q. What about Open Purchase Orders?
An Open Purchase Order is similar to a Blanket PO except that, unlike a Blanket PO, the Open PO has a fixed budget number and the funds on the order are encumbered.

Q. Can I submit a Purchase Requisition via fax?
No. Purchasing needs the original authorizing signature.

Q. What are Wellesley College's purchasing terms?
Generally, Wellesley College likes to work with a 30 day billing cycle (net 30) or with a standard discount (2% net 10). However, we can accommodate other terms when necessary.

Q. Can I purchase office supplies on-line?
Yes, once you have been authorized and a password has been set up for you. The password will be given to you when the system is explained. We are currently using Office Depot as the on-line vendor. Call the Purchasing Manager at ext. 2471 for more information.

Q. Do I need to submit a Purchase Requisition for travel expenses?
For your own travel expenses, a Purchase Requisition is not necessary. You can submit an approved Expense Report to Accounts Payable with the original receipts attached.  If you are using one of the two approved travel agents, a travel purchase order (or PT Number) can be obtained from Purchasing and used with the travel agency to pay for travel expenses.

Q. How do I purchase a maintenance contract for equipment?
 Submit a purchase requisition to purchasing.  

Q. I have a question that is not listed here...?

Purchasing Department Home Page Webmaster: Thomas Kane, C.P.M. Email: tkane@wellesley.edu Page Created: May 17, 2002 Last Modified: May 17, 2002 Page Expires: June 30, 2003