Resources for Departments

Procurement Methods

RFP

Requests for Payment are limited in use to:

Subscriptions
Membership Dues
Registration Fees
Conference Fees
Employee Reimbursement for membership dues, registration fees, or supplies up to $200.00

Any use of an RFP for a payment that is not in this list requires prior approval by the Director of Procurement Services.

RFP's can be completed on the Business Affairs Dashboard.

On-Camups/Internal

Payments are made via internal transfer journal entries by the Business Office to the appropriate Organization for the following transactions:

On-Campus Charges, including but not limited to: MLK Jr. Union Bookstore, University Food Court, Mail Services, Panther Catering, Panther Print & Copy, and specific Facilities Planning and Management services.
EIU Business Account Charges, including but not limited to: ODP office supplies, Microsoft telecom charges, computer charges arranged by ITS, and monthly copier maintenance charges.

P-Card

The following requirements must be met before a P-Card will be issued:

The Cardholder must be a full-time Eastern employee.
The Purchase Card Application and Conflict of Interest Disclosure must be completed.
All cardholders, approving officials, and department P-Card managers must complete P-Card training.
The Purchasing Card Agreement must be completed.

P-Cards must be picked up in person in the Department of Procurement Services at 1135 Old Main. Photo identification is required.

Prior approval must be obtained in writing for the following purchases:

Computer equipment, peripherals, or software from Information Technology Services (ITS)
Off-campus printing from the Panther Print and Copy Center
Audio Visual equipment from ITS
Items containing the EIU logo from Alumni Services
Food, flowers, or gifts (refer to Internal Governing Policies 113 and 109).

When using your P-Card, the vendor must be notified that Eastern Illinois University is exempt from sales tax, and the Tax-Exempt Number is printed on the P-Card.

Note: Not all states will honor EIU’s tax exempt status. Gas purchases are not exempt, and EIU is required to pay the excise tax on gas purchases. State, Local, and Occupancy taxes charged in connection with hotel rooms are also not exempt.

Receipts are required for all P-Card purchases and must include:

Vendor information (names, location, etc.);
Amount (itemized with description of item(s) purchased; and
Date of transaction

Cardholders and Approving Officials must use JPMorgan’s to review and approve transactions.

Cardholders have 14 calendar days to review their transactions, upload their documentation and assign the appropriate Organization and Account codes to each transaction.

Approvers have 7 calendar days after initial review by cardholders to review and approve the transactions they are responsible for approving.

Failure to meet the above deadlines may result in suspension of the Cardholder’s P-Card until the violating transactions are fully reviewed and approved.

NOTE: These deadlines will be shortened to allow for accurate Year-End Processing. All transactions with a Post Date of June 30 or before must be reviewed and approved immediately.

Receipts and any prior approvals must be uploaded to PaymentNet for each transaction.

P-Cards may only be used by the Cardholder named on the card. The sharing of P-Cards is prohibited.

Cardholders may not approve their own transactions, and Approving Officials may not be subordinates to Cardholders.

Cardholders may not save or let their vendors save their P-Card information for future use.

Exceptions: UPS CampusShip, EIU’s Amazon Business Account

P-Cards may not be used for On-Campus purchases (e.g., Bookstore, Panther Print & Copy Center, Food Court, etc.)

Prohibited and Restricted Purchases on P-Card

The following list of items are prohibited from purchase on P-Card. This list is not all inclusive. Contact Procurement Services for assistance in determining if a purchase is allowable on P-Card.

Alcohol
Biological agents
Capital Development Board purchases
Cash advances
Charter transportation (buses, air, limos, etc.)
Chemicals and gases
Coin-operated devices
Construction/renovation
Controlled and prescription drugs
Donations
Explosives
Fines, late fees, or penalties
Furniture with a unit price of $500 and above
House accounts (e.g., extension of credit by a vendor allowing the payment of goods or services over a period of time, or on a summary invoice or bill)
Imported goods that must go through customs
Items purchased from University employees, their spouses, or children; business concerns of which an employee (spouse or children) is a sole or principal owner; corporations of which an employee (spouse or children) is a major officer or primary employee
Live animals
Office telephones and cellular phones, calling cards, pagers
On-site repair services
Personal purchase of any kind
Purchases involving trade of University property
Radioactive materials
Vehicles (unless for rental use only)
Weapons and/or ammunition
Wireless communication equipment

The following list of items are restricted from purchase on P-Card. This list is not all inclusive. If an exception is listed, it must be documented and included in the back-up documentation uploaded into PaymentNet. Contact Procurement Services for assistance in determining if a purchase is allowable on P-Card.

Audio visual equipment must be approved by Information Technology Services (ITS);
Carpeting and draperies; Exceptions: Facilities Planning and Management (FPM) and Housing and Dining Services.
Computer equipment, peripherals, and software which have not been approved by ITS;
Contracts – two party signed agreements for goods and/or services, including professional and artistic services and maintenance agreements; services involving labor, indemnity, and/or insurance requirements (for example, tent rental, leases, catering, on-site repairs or those with independent contractors which may require IRS 1099/1042S forms); Exception: Contracts approved by the Department of Procurement Services;
Equipment for which information has not been submitted to the Business Office (Fixed Asset Records);
Fuels (except when purchased for a rental car being used for University business);
Gift certificates, gift cards, cash-equivalent prepaid cards (prior authorization from PDCS required)
Logo/licensing items (with the exception of items purchased for internal use) that have not been approved by Alumni Services;
Postage; Exceptions: Mail Services;
Printing which has not been approved by the Panther Print and Copy Center;
Processing and Service fees are capped at 4% of the charge or a total of $40.00, whichever is less;
Travel expenses: meals and entertainment; Exception: Athletics per the NCAA requirements;

Additional items may be added to this list at the discretion of the individual department head or the Department of Procurement Services. Any exceptions must be submitted, in writing, by the Account Manager to a P-Card Administrator for approval prior to the purchase.

Exceptions to Prohibited and Restricted P-card Use:

Accounts Payable and Department of Procurement Services staff may purchase prohibited items with P-card as a method of payment and to assist the campus procurement needs.

Non-Compliant P-Card Use

Non-Compliant P-Card use will result in a P-Card Violation. It may also result in the suspension or termination of a P-Card. The following list below of non-compliant behaviors is not all inclusive:

Using the card for prohibited purchases.
Using the card for restricted purchases without the appropriate prior approvals.
Providing unacceptable documentation.
Failure to review transactions within 14 calendar days.
Failure to approve transactions within 7 calendar days after review by Cardholder.
Allowing the P-Card to be used by individuals other than the named Cardholder.
Splitting or "stringing" transactions in order to circumvent the single transaction limit.

A Cardholder who makes an unauthorized purchase with a P-Card or uses the P-Card in an inappropriate manner may be subject to disciplinary action including card cancellation and possible termination of employment. A Cardholder may also be liable for the total dollar amount of such unauthorized purchases plus any administrative fees charged by the bank in connection with the misuse. When appropriate, notification of fraudulent use will be shared with both the University Police Department and with the Charleston Police Department for possible criminal prosecution. Approving Officials are required to contact the P-Card Administrator to report misuse and coordinate appropriate disciplinary actions.

Exceptions

If an increase to a single or monthly transaction limit increase is needed, an email needs to be sent to card@eiu.edu and must include approval from the financial manager.

Any terms and conditions proposed by a vendor along with a P-Card purchase must be reviewed and approved by Procurement Services prior to purchase. These must be sent to card@eiu.edu.

P-Card Violations

First Violation

The Director of Procurement Services shall notify the Cardholder and Primary Approving Official in writing that a P-Card policy or procedure has not been followed. The Cardholder and Primary Approving Official shall be informed of the correct procedure to follow in the future and the consequences of subsequent violations.

Second Violation

The Director of Procurement Services shall notify the Cardholder and Primary Approving Official of the second violation of P-Card policy or procedure. The P-Card of the Cardholder will be suspended for thirty (30) days.

Third Violation

The Director of Procurement Services shall notify the Cardholder and Primary Approving Official of the third violation of P-Card policy or procedure. The P-Card of the Cardholder will be suspended for up to one (1) year and/or cancelled.

Banner Requisition

If your purchase does not fit in one of the Purchasing methods above, a Banner Requisition must be submitted.

Banner requisitions for purchases under $10,000.00 will require a quote or pricing information and a contact email for your Vendor. Depending on the circumstances of the purchase, Procurement Services may require additional documentation (e.g., Certificates of Liability Insurance, etc.).

Banner requisitions for purchases between $10,000.00 and $99,999.99 will require three (3) competitive quotes from different vendors or a Small Purchase Waiver. Purchases that are close to the $99,999.99 may require a formal solicitation at the discretion of Procurement Services.

Banner requisitions for purchases of $100,000.00 or more will require a formal solicitation, unless the purchase is off of a master EIU contract or an IPHEC contract. Specifications should be submitted with your requisition. Procurement Services will determine the most appropriate solicitation method for your requested purchase.

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EIU Procurement Services