Procedure for Ordering Office Supplies

Blanket Purchase Orders (PO’s) should not be used for the purchase of office supplies from contracted university office supply vendors. Instead, departments may order office supplies using either or both methods described below.

1)  Direct Billing Method: (Online ordering only) Departments can complete the Office Supply Maintenance Form for initially authorizing the direct billing of a Banner Index and adding/deleting authorized purchasers. This information will stay in affect with the vendor until the department request a change, or if the university should elect to change vendor(s). You may optionally include a termination date for Indexes that are date sensitive, i.e., certain grants, etc. These transactions will not be encumbered at the time of purchase. Your Banner Index will be billed directly after you have received your items and will appear as an expenditure ransfer (JE16) on your ledger with a reference to the vendor name.

 Once the office supply maintenance form is processed, your department will order on-line from the vendor(s) websites. During the ordering process, you will be prompted for your Banner Index of a PO Number. The vendors allow for a selection of multiple indexes to accomodate such situations.

(NOTE: This procedure is only for the purchase of office supplies. The procedure for all other blanket PO's will remain the same)

2)  pCard Method: (Online or in-store) University pCard holders can complete a setup form for one or both office supply vendors. Additional authorized internet users may be listed on the bottom portion of the form. Once completed, the form should be faxed to the account representative listed at the top of the form. Once established, sales tax will not be charged and the pCard holder will receive the FAU contract price at retail locations (or the retail pricing if it is lower).

Direct Billing of Banner Index Form

Office Supply Maintenance Form

pCard Setup Forms

Office Depot pCArd Setup Form

Staples pCard Setup Form

 

Please contact Sean Cunningham, Senior Purchasing Agent, at x73874 with any questions.  


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 Last Modified 5/6/13