Procurement/Purchasing

Email: cosprocure@purdue.edu

Obtaining COVID-19 essential supplies

Requisitions/Orders

Standard Operating Procedures

Large equipment purchases

Purchases over $10,000 for Bid

Please use the link below for the request for purchases $10,000 and over.

Please use your personal information for section 1, customer contact information.
It will be helpful to enter the type of funds being used, if known.
This form will route to the appropriate areas to crease a WS# that is required in order to place orders that exceed $10,000.
When the WS# is obtained from Central Procurement email (back to the initiator), please submit the full request of purchase to cosprocure@purdue.edu that includes the purchase request (form 125 or Qualtric survey), quote, and WS#.

Request for purchase $10,000 and over

Purchases over $10,000 with Bid Waiver

Complete the Special Purchase form (formerly the waiver of competitive bid). Be sure to obtain department head and business office approval with physical signature.

Please complete the Vendor contact information and account number(s) to charge.
Complete the request for purchase over $10,000 link, using your personal information for section 1, customer contact.
It will be helpful to enter the type of funds being used, if known.
This form will route to the appropriate areas to create a WS# that is required in order to place orders that exceed $10,000.
When the WS# is obtained from Central Procurement email (back to the initiator), please submit the full request of purchase to cosprocure@purdue.edu that includes the purchase request (form 125 or Qualtric survey), quote, and WS#.

Reimbursements

Please read the requirements under each type of reimbursement to ensure that all require documents, information, and signatures have been submitted for a streamlined process and quick reimbursement.

Prospective Employees

HR website for prospective employees

This includes Faculty and Graduate candidates which the Department or College is reimbursing for their travel to visit Purdue as part of the interview process. These reimbursements are driven by the use of a Form 17C (Excel).

Required information for reimbursement:

Account number to be charged listed on Form 17C
Completed Form 17C, with College signature and Business Manager initials
Ensure full address, including apartment numbers is provided on Form 17C
Receipts must be provided per Purdue Travel Guidelines
Substitute W9’s should be all one type of font or print and is required to have a wet signature
Substitute W9’s must include dashes in the Tax ID number
Please be sure to clearly label and complete ALL areas of the documents

Seminar Speakers

This includes guest speakers for seminars, symposia & events.

Required information for reimbursement:

DocuSign Payee Certification - Must be initiated by the Business Office or Support Staff.
Substitute W9 - new payees only
Email to cosprocure@purdue.edu for processing that includes
1. Account number & appropriate GL
2. Announcement used to publicize the event
  1. Speaker name
  2. Date of event
  3. Time of event
  4. Campus location of event
3. Glacier Documentation for non-US citizens
  - Access GLACIER
  - Obtain the individual's Legal Name and email address and send to cosprocure@purdue.edu. Or have your Business Office send the receipts, Sub W-9, Payee Certification, and Glacier information to the Travel Center.
  - Please inform the Traveler that they will receive an email from "Purdue Business Center Support" informing them that a Glacier email to complete the required process will be received soon and to look for this email with directions to complete the Glacier process. Once completed, Glacier will tell the Traveler exactly what documents must be provided to Purdue for the reimbursement. The Traveler can respond to the email from the Business Support Center with necessary documents directed by Glacier.
  - Receipts must be provided per Purdue Travel Guidelines (i.e. detailed for Hotel/Airfare/Car Rental/Itemized for Meals, etc.)

Consultant Reimbursements

These payments include visitors who are most commonly consulting or collaborating with Administration or Faculty on academic or research related efforts. Many Consultants are occurrences/visits or not working under a recurring payment condition. However, some may have a Statement of Work (SOW) agreement with Purdue in which they are receiving recurring payment for a duration of time. You will see noted below the additional documentation needed for the recurring payments scenario.

Purdue University Human Resources: Honorarium / Non-payroll payment for an International Visitor

Required information for reimbursement

DocuSign Payee Certification - Must be initiated by the Business Office or Support Staff.
Substitute W9 - new payees only
1. Section 4 of Substitute W-9, MUST indicate if there is a SOW in place
  - If multiple payments are being made, an SOW should be in place and a COPY of the SOW needs to be attached for backup documentation when submitting for payment
  - If only a single payment, please be sure that a reasonable (why was the person at Purdue) description of service is provided in Section 4
  - Receipts must be provided per Purdue Travel Guidelines (i.e. detailed for Hotel/Airfare/Car Rental/Itemized for Meals, etc.)
Email to cosprocure@purdue.edu for processing that includes
1. Account number and appropriate GL
2. Announcement used to publicize the event
  1. Speaker name
  2. Date of event
  3. Time of event
  4. Campus location of event
3. Glacier Documentation for non-US citizens
  - Access GLACIER
  - Obtain the individual's Legal Name and email address and send to cosprocure@purdue.edu. Or have your Business Office send the receipts, Sub W-9, Payee Certification, and Glacier information to the Travel Center.
  - Please inform the Traveler that they will receive an email from "Purdue Business Center Support" informing them that a Glacier email to complete the required process will be received soon and to look for this email with directions to complete the Glacier process. Once completed, Glacier will tell the Traveler exactly what documents must be provided to Purdue for the reimbursement. The Traveler can respond to the email from the Business Support Center with necessary documents directed by Glacier.

Reimbursement Forms

All purchase receipts should accompany all reimbursement requests. Please provide receipts for reimbursement and any questions College of Science Procurement at cosprocure@purdue.edu.

Click Personal Reimbursement to Start Process

This provides a step-by-step question and answers (also known as yes/no questions) interactive process that derives what is needed for your particular status; domestic or international. Follow this questionnaire for the appropriate forms required for personal reimbursement.

The Payee Certification forms (PDF)
- Use DocUsign process. Once finalized, send form to cosprocure@purdue.edu
Substitute W9 form (PDF) - new payees only
Access GLACIER
Wire transfer request (PDF)
Electronic funds transfer request (PDF)

Consulting Agreements

Checklist for Determining Worker Classification (Word)
Consultant & Personal Payments
Create Statement of Work
- A SharePoint site to create a long-term consulting agreement (SOW) and answer 7 Questions to help determine employee vs consultant.
- Long term consulting agreement is determined by 160 hours to be worked and or more then 1 payment in a rolling year. 7 questions on the SharePoint site are also required to be answered before a SOW can be created, reviewed and approved by tax.
- Purdue University Human Resources: Honorarium / Non-payroll payment for an International Visitor

Work with unit ISS liaison for consultants less than 20 days on campus. Required to have ISS invitation letter with background check. Process dependent of consultant Visa.

All packing slips/receipts collected

Please return all packing slips received from order requests to cospackingslips@purdue.edu.

Any receipts received from department check out purchasing cards should be returned to coscreditcard@purdue.edu.

Vendor payments

Please submit invoices for vendor payment to the College of Science at cosprocure@purdue.edu.