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Welcome to the Procurement Department
Welcome to the Procurement Department
Waller Administration Building 038
400 East Second St.
Bloomsburg, PA 17815
Fall/Spring - M-F, 8-4:30 p.m.
Summer - M-F, 8-4 p.m.
400 East Second Street
Bloomsburg, PA 17815
Receiving hours: M-F, 8-4 p.m.
Current news is posted on this webpage. To view previous posts, visit our news archives by clicking on the News icon below.
BU's Procurement Department is committed to providing timely and cost effective procurement of goods and to the BU community. Explore below to find the answers on policies and procedures. Please contact us if you need assistance.
YEAR END CUTOFF DATES - disbursements, travel expenses, purchasing cards (posted 5-9-2017)
Cutoff for Disbursements
The Accounts Payable Department will cease printing checks Thursday, June 29, 2017 at 2:00 PM and will resume processing on Thursday, July 6, 2017 at 8:00 AM. This is necessary for AP to clear up the business of the 16/17 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.
All travel expense reports for travel completed through the early part of June, 2017, as well as other payment requests, should be submitted to Accounts Payable no later than Friday June 16, 2017 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.
Travel Expenses for Fiscal Year 16/17
Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2017 reach the Accounts Payable Office no later than the close of Business on Monday, July 10, 2017. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 16/17.
Review of Open Travel
Please review all travel approval requests in ESS to assure all open requests for trips prior to June 30, 2017 are finalized. Any trips planned and not taken should be canceled using the cancel option in ESS. It is important to complete all travel expense reports for trips completed prior to June 30,2017.
The cutoff for use of the Purchasing Card for Fiscal Year 16/17 is Friday, June 23, 2017. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Monday, July 3, 2017. Transactions beginning July 1 will be recorded in the new Fiscal Year 17/18.
Bid Threshold Increase (posted 1-4-2017)
Please note that pursuant to applicable statute which ties the base amount for triggering bidding requirements under the Procurement Code to the consumer price index, the bid threshold amount for 2017 has increased from $19,400 to $19,700. As a reminder, this amount applies to all procurements, including construction. The only exception is for contracts for the retention of architects and engineers (threshold remains at $10,000) and consultative services (threshold remains at $5,000 under §20-2010-A(13) of Act 188). Notice of the increase was published in the Pennsylvania Bulletin on December 10, 2016.
Cutoff for Check Disbursement (posted 12-2-2016)
The last check and direct deposit run (for both traveler and vendor payments) will be Tuesday, December 20, 2016. Accounts Payable will resume printing checks and processing direct deposits on Tuesday, January 3, 2017.
Purchasing Card Users (posted 10-3-2016)
The Office of Internal Audit and Risk Assessment (OIARA) conducts an audit of P. Card use annually. We wanted to communicate the general findings of their audit to make you aware of potential risk areas when utilizing the P. Card. This email does not mean that you personally have been found to have had an audit issue on your card, but to make you aware of the audit findings.
If you have specific questions regarding your card of these findings please let me know.
These exceptions comprised areas of purchasing card activity in conflict with governing guidelines, including:
- Payment of Pennsylvania state sales tax
The State System, an instrumentality of the Commonwealth, is exempt from the payment of Pennsylvania state sales tax. Each purchasing card is marked tax-exempt. The cardholder should notify all vendors of the System’s tax-exempt status. The cardholder must review all receipts for each purchase to ensure sales tax has not been assessed. If sales tax has been charged to a purchase, the cardholder should contact the vendor for a credit in the amount of the sales tax collected.
The System cannot redirect public funds to other organizations in the form of charitable contributions. This includes solicited donations supporting fundraisers, events, and/or sponsoring individuals in fundraising events. Universities may, however, make expenditures to charitable organizations in exchange for a service of equal value. Universities may use public funds to pay for a university advertisement in a printed program for a charitable event when the cost of the advertisement is determined by the university to provide reasonable value.
- Missing Cardholder receipts supporting transaction
Cardholders should retain all purchasing card records, including receiving reports, receipts, or other documentation supporting transactions against his/her purchasing card. The cardholder should supply all such receipts to appropriate university office staff responsible for reconciliation and payment of the monthly purchasing card billing statement.
- Insufficient explanation supporting purchases
All purchases made with the purchasing card must be for the benefit of the State System, within established budgets, and in accordance with respective purchasing card policy and procedures, State System Procedures/Standard, and Board of Governors’ Policy. Cardholder expenses paid with a System purchasing card must be supported with necessary and appropriate explanations defining the purchase, identifying an appropriate business purpose.
- Split transactions to circumvent purchasing card dollar limits
Governing policy establishes purchasing card transactional limits defining the maximum amount that can be charged to the purchasing card, per transaction. Cardholders are not permitted to circumvent a pre-established purchasing card transactional limit by having the vendor split the total cost of the procurement among two or more billing transactions.
- Payment of local hotel occupancy tax within Pennsylvania
No statutes enabling local jurisdictions to impose an occupancy tax contains the required express authorization to tax the Commonwealth, and the State System is an instrumentality of the Commonwealth. Within Pennsylvania, local governments lack authority to collect occupancy tax from State System employees on official business. Furthermore, Commonwealth Travelers, pursuant to Commonwealth Management Directive 230.10 and the Commonwealth Travel Manual, who are certain other individuals traveling on official business but who are not employees, are covered by the same rules as those who are actual employees.
- Postdated exception approval
In certain instances, purchasing card policy and procedures afford for documented and approved exceptions to defined policy restrictions. Purchasing card transaction exceptions outside of governing policy must be approved and documented in advance of the procurement by the defined individual (or designee) within the policy to approve permitted purchasing card exceptions.
- Expenditures not permitted per public funds guidelines
State System Procedure/Standard 2011-07, Expenditures of Public Funds Guidelines, Standards, and Limits, defines parameters governing the expenditure of public funds for the universities and the Office of the Chancellor. The overarching principle in the spending of university funds is that all expenditures must clearly and directly benefit the university in support of its purpose to provide education at the lowest possible cost to the students. Expenditures of public funds may not inure to the private benefit of one or more individuals unless authorized by law and detailed within Procedure/Standard 2011-07.
- Individual transaction dollar limit exceeding site-specific cardholder policy allowance
Governing policy establishes dollar value limits for individual cardholder purchases. Purchases in excess of the defined dollar limit must be made in accordance with the location’s normal procurement process and cannot be purchased and paid utilizing a purchasing card; rather, the purchase must be appropriately processed utilizing purchase requisitions and purchase orders.
Purchasing Card Usage
Purchasing card is not to be used for purchases from online auction sites (i.e., Ebay or Amazon). View guidelines.
New Assistant Director of Procurement (posted 6-28-2016)
Jeffrey Ulanoski joins the BU Procurement Office as Assistant Director of Procurement as of July 11th.
Jeffrey is a graduate of Bloomsburg University with a Bachelor’s in Business Administration. Most recently he worked as the Director of Indirect Procurement Group for Rite Aid Corporation in Camp Hill, PA responsible for the oversight and implementation of a procure-to-pay solution and expansion of a purchasing card program.
Prior to that, Jeffrey has worked in several roles including as a consultant, Director of Accounts Payable, Manager of Taxes, accountant and auditor for the Pennsylvania Auditor General.
Jeffrey resides in Millerstown with his wife and two children.
Business Travel Reminder (posted 6-8-2016)
As we are about to begin a new fiscal year, please reference the below reminder as you plan your business travel.
When traveling by automobile, travelers or their assistant should utilize the Enterprise Trip Optimizer (Mileage Calculator) to determine whether it is more economical to rent an Enterprise vehicle or be reimbursed for personal mileage.
After completing the Enterprise Trip Optimizer (Mileage Calculator) calculation sheet, please attach it to the Vehicle Reservation form.
Note - The Board of Governors travel policy states that “prudence and economy” in conjunction with the “purpose and constraints” of the travel must be used when traveling on official university business. Using accurate inputs (i.e. the current cost of a gallon of gas), The Enterprise Trip Optimizer assists with determining the most economical method of travel,, by specifically comparing the cost of personal mileage reimbursement vs. renting a car. Travelers are strongly encouraged to utilize the most economical method.
Enterprise training reference can be found here:
Year End Cutoff Dates (posted 5-10-2016)
Cutoff for Disbursements
The Accounts Payable Department will cease printing checks Thursday, June 30, 2016 at 2:00 PM and will resume processing on Thursday, July 7, 2016 at 8:00 AM. This is necessary for AP to clear up the business of the 15/16 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.
All travel expense reports for travel completed through the early part of June, 2016, as well as other payment requests, should be submitted to Accounts Payable no later than Friday June 17, 2016 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.
Travel Expenses for Fiscal Year 15/16
Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2016 reach the Accounts Payable Office no later than the close of Business on Monday, July 11, 2016. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 15/16.
Review of Open Travel
Please review all travel approval requests in ESS to assure all open requests for trips prior to June 30, 2016 are finalized. Any trips planned and not taken should be canceled using the cancel option in ESS. It is important to complete all travel expense reports for trips completed prior to June 30,2016.
The cutoff for use of the Purchasing Card for Fiscal Year 15/16 is Friday, June 24, 2016. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Friday, July 1, 2016. Transactions beginning July 1 will be recorded in the new Fiscal Year 16/17.
Enterprise Vans (posted 3-14-2016)
For those of your that utilize Enterprise for rentals Ford ordered a recall on specific Transit 12 and 15 passenger vans. As such, Enterprise has decided to ground these vehicles until the manufacturer provides more information/resolution. Unfortunately, the timing couldn’t be worse with University Spring training events beginning. They recommend that any University that owns a Ford Transit passenger van reach out to their local dealer to see if their specific unit is affected by the recall.
In the meantime Enterprise viewed the upcoming reservation list to determine the clients affected. Once identified, they will call the account to offer solutions/replacements for the van. In most cases, if “people” needed to be transported, clients took two minivans (or SUVs) rather than the 15 passenger van that was requested. If equipment was needed to be transported, they offered a combination of a minivan (or SUV) and a cargo van. If there were specific needs that didn’t fall into the above scenarios, they worked with the client to find a solution. With the initial “first weekend need” taken care of, they are continuing to look at reservations further out. Since the manufacturer doesn’t have a specific timeframe on resolution, they have taken many steps including, shutting off “retail” reservations, pulling back on selling any of our non-affected passenger vans and investigating the opportunity to purchase others.