News and Updates

End of Fiscal Year 2017 Important Information:

As we are quickly approaching the end of another fiscal and academic year, I wanted to remind everyone of crucial dates for making purchases to ensure payment from the current fiscal year budget (FY2017).

Purchase Orders:
Goods and services must be received and an invoice dated on or before May 31st in order to be charged against the current fiscal year budget (FY2017), so please plan accordingly, keeping in mind that some items may have longer lead times than others.

All requests for furniture must be coordinated with Holly Hodge ( or Jenny Gonzalez ( no later than April 3rd and any resulting purchase requests must be received by Purchasing no later than April 10th.  Please keep in mind that many furniture items have an eight week lead time.

In order for purchases made with your P-Card to be paid from the current fiscal year budget (FY2017), the charge must post to your P-Card account no later than May 27th and must appear on your May 2017 statement.  If the transaction does not post to your P-Card account by May 27th and does not appear on your May 2017statement, it will be charged to the next fiscal year budget (FY2018).  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, the merchant cannot legally charge your card until the item(s) purchased ships.  Please plan your purchases accordingly.

Thank you in advance for your help in ensuring a smooth and efficient year end procurement process. If you have any questions, please contact the Purchasing office at x-5580.

If you would like Purchasing to attend any of your departmental business meetings to review policies, procedures, processes, etc., please contact us.  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:

  • The list of vendors who have completed an Elon University Vendor Registration Form has been updated and posted to the CURRENT ELON VENDORS  on the Purchasing web site as of March 16, 2015. The vendor listing will denote any applicable categories of small business, women or minority-owned, etc. 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, Contract Approval Cover Sheet

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