Ways to Pay for Your Purchase

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.

Viking Market

We are greatly expanding the Western Marketplace to provide you with a wider variety of available products for purchase. The Western Marketplace is the online system used to order goods and services. Orders are placed through the Marketplace, sending purchase orders directly to the vendor.

Catalog Orders

Procurement has provided, through the Western Marketplace and its E-procurement application, online catalogs that can be used to purchase the majority of goods used by campus departments and organizations. Items found on the Marketplace have negotiated discounted prices and accelerated delivery schedules. Vendors such as Dell, Apple, Office Depot, and Keeney’s can be purchased through this avenue.

Catalog vendors on Viking Market

Non-Catalog Orders

If a particular item(s) is not available through a Marketplace catalog, a specific order can be made through non-catalog vendors. Similar to the Marketplace process, users will enter their information into the e-procurement application as an electronic requisition (also known as the “non-catalog” process). Procurement will process the electronic requisition and generate a Purchase Order. The Purchase Order would then be transmitted electronically to the vendor. If you need to purchase an item and do not have a known vendor or available source, please contact Procurement at 360-650-6341. We will work with you to source the item.

Non-Marketplace Payments

P Card

Pay Direct with a Card
Cards are the preferred method of payment for non Marketplace purchases.

PCard:

NEED TEXT HERE

One-Card (Purchasing Card):

The One-Card is a University issued credit card assigned to an individual employee to charge goods and services, including travel related purchases, using University funds. The card may be used only by the assigned cardholder who may make purchases for other employees in the department.

The University is responsible for payment of all One-Card transactions. Whereas the campus users are encouraged to use the Marketplace and the non-catalog process, the One-Card remains a valuable tool to purchase unique and difficult to find items. The One-card should not be used in lieu of the Marketplace if the item(s) are available through a catalog. Please contact Procurement with any questions on appropriate One-Card use.

Pay and Get Reimbursed

If you have already paid for your purchase out of personal funds, you can request a reimbursement via the Request a Services/Reimbursement Form.

Pay via Purchase Order (PO)

Purchase Orders (POs) include: Blanket, Open and Field Orders. The three types of Purchase Order each have their own specific purpose and role.

Field Orders are for one time payments. Typically for any good or service that will be billed only once throughout the order term. The Western Marketplace is a good option for this type of order, however some vendors do not have an eProcurement integration capability (e.g. Utilities companies), so a Field Order can be used.

Open Orders remain open for a set time period, often for a year and usually following the fiscal year period. These orders are designed to have multiple invoices billed against them throughout their term.

Blanket Orders are similar to Open Orders, except that they do not encumber funds upon creation. Instead, there is a cap placed on the order that the funds are not allowed to exceed.

With all of these orders, you ask Procurement to place the order, through our new Purchase Order Form: New and Renewals, this is the preferred method in this category. 

After the Purchase Order is sent out, the vendor will send an invoices to be paid. In order for the invoice to be paid, a copy will need to go to Accounts Payable to be processed. But if you've already ordered it, and you have an invoice, you can process a Payment Request for Vendors and Non-Employee Stipends Form, instead of creating a Purchase Order.