Ways to Pay for Your Purchase

Ordering and Home Delivery Note

When placing an order in Marketplace please select Central Services address, when placing your marketplace order.  See Screen shot for details: 

Please ensure you insert your name in the Ship to Attn Box.

Once your package is received, Central Services will reach out via email and phone to schedule an appointment window for you to pick up your item from the Commissary Building.
 
Please note the following:

  • Entry into the commissary building is prohibited at this time
  • Please come at the time you have been given.
  • Please adhere to social distancing of a minimum 6ft
  • Your items will be a placed on a cart outside the main commissary building upon your arrival. You will be asked to retrieve your time form the cart.

 
To assist with resources at this time if your ordered item is not critical please advise Central Services and they will securely store it for you until normal operations resume, and employees are back on campus. 

If you have an immediate need for an item to facilitate your work at home, please use a P Card /Department P Card and purchase with delivery to your home address. Please note Amazon Business is a good vehicle for this type of spend. If you require access to Amazon Business, please email Karen.McKinnon@wwu.edu.

PLEASE NOTE: This change in process is a temporary measure as we react with COVID-19. All purchases that have home delivery address must be first sent to Purchasing.Department@wwu.edu Purchasing.Department@wwu.edu prior to being placed so appropriate tracking can take place.

Thank you, 

Your WWU Procurement Team

 

Resource Sharing Requests

Many requests for assistance in serving and supporting our local communities and the state in this crisis are flowing into offices and departments. The ICS Team here at Western has developed some preliminary procedures for resource sharing with external entities, which I am happy to share with you.

The goal is to create an efficient and streamlined process for responding to requests through the Incident Command structure.

The basic premises which will guide our resource sharing are:

  • Western Washington University will collaborate with local agencies and organizations where possible to support critical services and functions in the community.
  • WWU must abide by all applicable laws, code, and policy when collaborating with local agencies and organizations.
  • WWU must prioritize critical needs within our own organization to ensure life safety and continuity of operations.
  • Requests for resource sharing, including transfer of WWU-owned material, temporary assignment of WWU employees, or temporary use of WWU equipment or facilities will be considered through the Whatcom Unified Command. Unified Command will have the highest priority.
Western employees receiving inquiries or requests from outside entities should direct those requests to COVID19Planning@wwu.edu.

WWU departments which have materials that could be considered for transfer to Whatcom Unified Command should email the type, quantity, and manufacturer of the materials to Purchasing.Department@wwu.edu.

Ordering Goods related to COVID-19

As the campus continues to prepare itself for any possible impacts from the Covid-19 virus, departments who may be making purchases directly related to this event (i.e. bacterial gel, hand soap, etc.) should contact Business Services/Procurement prior to completing any transactions.

Procurement will work with Facilities Management to check current stock managed by Facilities for cleaning supplies.

PLEASE NOTE: We are experiencing significant delays and back orders for sanitizers and disinfectant wipes.

When requesting items please include in your email, your Department, what you want to order and what quantity. Please send this request to purchasing.department@wwu.edu

Ordering  Cleaning Services Related to COVID-19

To Order a cleaning Service please complete a service request at

https://ready.eas.wwu.edu/

 

If you are looking to purchase a webcam for classrooms, Western recommends the Logitech C920 or C920s.

 

Process Flow of Depts Ordering COVID-19 Items

There are multiple avenues to help you get your purchase made. You can purchase through the Western Marketplace or via purchasing directly. Below are the options you available to you:

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.