Purchasing Rules

AMAZON CUSTOMERS: When you proceed to your cart to check out, there is now a new question. It says "Is this an EMERCO Purchase? Yes or No?" You will select YES if this purchase is due to the COVID Pandemic situation, or select NO if this is for normal campus activities. 

Thank you.

Screenshot of check out screen on Amazon with EMERCO Question

Supplies for Returning to Campus – Related to COVID-19

Over the past few months, many safety and cleaning products have been delayed or are unavailable through regular Vendors. Procurement is working hard to secure the supply of essential products using a centralized approach to ensure security of supply and control of price. 

We have a Created a new Catalog in Marketplace called COVID-19 Safety & Cleaning Supplies

 

What is different about this new Catalog? 

  • It has products from multiple vendors dependent of best price and availability, product selection/brand may change as supply availability does. 
  • Products will be managed centrally and distributed through Central Services with collaboration and product education from FM Custodial.
  • When ordering the products, a PO will be generated that emails to Central Services, Billing will be at will at time of delivery based on prices listed in the catalog.

NOTE: THESE PRODUCTS ARE FOR CAMPUS ONLY. You are NOT allowed to ship these products to your home.

We are working hard to ensure the best prices are obtained for everyone on campus, to ensure the safety and security of everyone.

Please see the information below for a step-by-step on how to order using the COVID-19 Safety & Cleaning Supplies Catalog.

Please do not hesitate to contact us if you have any additional questions or product needs that you do not currently see in Marketplace and we will work to source these for you.

HOW TO ORDER FROM THE COVID-19 SAFETY & CLEANING SUPPLIES CATALOG ON MARKETPLACE

Once you have your items in your cart, go ahead and check out as normal. On the first area you encounter, the General Details, you will need to make 1 change: Order Type. Click on the dropdown and change it to: “COVID-19 Supplies”:

Then you can continue on with your order as usual.

PLEASE NOTE: You CANNOT ship COVID Supplies to your home – this is for campus deliveries only for your area or department as we re-open campus. 

Important Notes:
You will receive an error message that you will need to correct for the following things:

  • Attempting to ship to a home address
  • Forgetting to change the Order Type

To read the error message, click on “Alerts” on the right-side of the screen and it will tell you what caused the error.

For each of these, you can simply go back and adjust the order, then click “continue” (a blue ‘saved’ box will appear), and resubmit your order.

Shipping – Shipping/Delivery will be handled by Central Services, so that charge will be added to your final invoice and then sent to you by Central Services. 

Additional FAQ’s and Information

To Order a cleaning Service please complete a service request at
https://ready.eas.wwu.edu/

We have worked with ESM to provide the opportunity for Western Employees to temporarily ship items required for work to their home. If you wish to opt-in to this, please email us your home address details to: Jessica.Coogan@wwu.edu.

To comply with new CDC recommendations, all incoming orders are quarantined and disinfected for 24 hours before being released. When Central Services receives your order they will quarantine, disinfect, and in 24 hours will send you a notification when you can safely come pick up your order.

All personnel must follow Western’s rules when purchasing items. The rules cover:

•    What can be purchased with state funds (controlled and prohibited items),
•    Who can approve purchases,
•    Which purchasing methods may be used,
•    Shipping location restrictions,
•    Purchase recipient duties,
•    Which purchases need prior approval,
•    Rules for reimbursements,
•    Ethical considerations.

Please review Western's Purchasing policies, standards, and procedures (specifically: STN U5348.01B Controlled and Prohibited Purchases Policy).

Questions? Please contact Purchasing at Purchasing.Department@wwu.edu

Compliance Concerns?

If you are aware of any unethical or misuse of funds in the purchasing process, you are expected to report those concerns to Chief of Procurement, Internal Audit, or the University Compliance Manager.