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News and Updates

End of Fiscal Year 2014 Important Information:

As we are quickly approaching the end of another fiscal year, I wanted to remind everyone of crucial dates for making purchases to ensure payment from the current fiscal year budget (FY2014).

Purchase Orders:

Goods and services must be received and invoice dated on or before May 31st in order to be charged against the current fiscal year budget (FY2014), so please plan accordingly.

All requests for furniture must be received in the Purchasing Office by April 4th in order to allow sufficient lead times to ensure that the furniture is received by May 31st.

P-Cards:

In order for purchases made with your P-Card to be paid from the current fiscal year budget (FY2014), the charge must post to your P-Card account by May 27th and it must appear on your May statement.

If the transaction does not post to your P-Card account by May 27th and is not on your May statement, it will be charged to the next fiscal year budget (FY2015).  There are no exceptions.

Please remember that both the merchant and Bank of America need time to process the transaction (usually 2 – 5 business days).  Also, for on-line or phone purchases, the merchant cannot legally charge your card until the item(s) purchased have shipped.  Please plan your purchases accordingly.

Thanks in advance for your help in ensuring a smooth and efficient year end procurement process. If you have any questions, or if you would like Purchasing to attend any of your departmental business meetings, please let me know.  We welcome the opportunity to meet with you.

 

Important Updates to the Purchasing Web Site:

To further emphasize Elon University's commitment to nondiscrimination in the purchasing process, the following updates have been made to the purchasing policies, procedures, and forms:

  • The university’s nondiscrimination policy will be included in the contract language for new agreements for goods and services. 
  • The purchase order form has been updated to include compliance with the nondiscrimination policy as part of the terms and conditions accepted with the order. 
  • The vendor registration form has been updated to include the nondiscrimination policy along with additional vendor information such any university affiliation, and vendor references.
  • Ethical procurement guidelines have been developed to communicate the university’s expectations for vendor compliance, behavior and service. 
  • The Purchasing website has been updated to include the nondiscrimination policy

Other Important Changes Include:

  • A link to a listing of all vendors who have completed the vendor registration process. The vendor listing will denote any applicable categories of small business, women or minority-owned as reported by the vendor on the registration form.
  • Links to various websites for use as resources for additional vendor information
  • Revised Purchase Request Form, P-Card Request Form, P-Card Policies & Procedure

New Forms:  Purchase Order Change Form

All updated forms may be found on the Forms link on the purchasing website.

Please contact the Purchasing Department at x-5580 if you have any questions regarding the new forms, products, services, or vendors.

Jeff Hendricks
Director of Purchasing