Purchasing Options
Jaggaer eProcurement
Jaggaer eProcurement is the online system used to order goods and services, and is the university's preferred method for purchasing. Orders placed through Jaggaer eProcurement are sent directly to vendors. In Jaggaer, users can place catalog and non-catalog orders.
Catalog Orders
In Jaggaer eProcurement, online catalogs are available to purchase the majority of goods used by campus departments at discounted prices. Online catalogs are available for vendors such as Dell, Apple, Office Depot, and Keeney’s.
Need to return an item purchased from a catalog on Jagger eProcurement? Check out the Catalog Items Returns Guide.
Non-Catalog Orders
Items not available through a catalog can still be ordered in Jaggaer eProcurement as an electronic requisition (or non-catalog purchase). Users will enter the information into Jaggaer as an electronic requisition (also known as a non-catalog order), which generates a purchase order to be sent to the vendor.
If you need to purchase an item and do not have a known vendor or available source, please contact Purchasing at 360-650-3340, and we will work with you to source the item.
Amazon
Departments are encouraged to place all Amazon Business orders through Jaggaer eProcurement. These purchases are paid using a centralized procurement card (PCard) managed by the Procurement department, and no reconciliation through PaymentNet is necessary. Amazon orders placed through Jaggaer eProcurement must be shipped to a WWU mail stop.
Purchasing through WWU’s Amazon Business account is still available. These orders are paid for by individual PCards and reconciliation is completed through PaymentNet. Orders can be shipped to addresses besides WWU mail stops. However, if you are mailing orders to home addresses, please send the Purchasing department the receipt and order details for auditing purposes.
If you have any questions, please contact the Purchasing department.
Procurement Card
Procurement Cards (Pcards) are the university's preferred method of payment for goods and services not available through Jaggaer eProcurement. Pcards are a type of company credit card that can be used to make purchases directly.
The procurement card is a university issued credit card assigned to an individual employee, and sometimes to a department. Cards can be set up to charge goods and services only, travel only, or both using university funds. The pcard 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 pcard transactions. Whereas the campus users are encouraged to use Jaggaer eProcurement and the non-catalog process, the pcard remains a valuable tool to purchase unique and difficult to find items. The pcard should not be used in lieu of Jaggaer eProcurement if the item(s) are available through a catalog. Please contact pcard@wwu.edu with any questions on appropriate pcard use.
Purchase Order
Purchases can also be made by submitting a purchase order (PO) to the Procurement department through the eSign form Purchase Order Form: New and Renewals. Once a vendor receives a purchase order, they will send an invoice back for payment. A copy of the invoice will need to be sent to Accounts Payable to be processed through the Payment Request for Vendors and Non-Employee Stipends Form.
Western uses three types of purchase orders: blanket, open, and field orders.
- Field orders are for one-time payments for vendors that are not available through Jaggaer or do not have eProcurement integration (such as utility companies).
- Open orders are used when multiple invoices will be billed from the same vendor during a set time period (often one year).
- 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.
Reimbursement
If you have paid for your purchase out of personal funds, you can request a reimbursement via the Request a Services/Reimbursement Form.