Frequently Asked Questions - NMU Purchasing

A purchase requisition is a form that is used to submit a request to procure goods and services in excess of $2,500. It is necessary for you to give detailed information regarding your request on this form such as quantity, manufacturer, part number, description, estimated price, suggested vendor, etc. It is also necessary to list the account number(s) to be charged for the purchase and have the account financial manager sign the requisition.

The purchasing card provides instant payment to vendors for small dollar purchases and should be used whenever possible. It will also expedite the ordering process. A purchase order should only be requested when the purchase total is over $2,500.

A purchase order (PO) is a legal document consummating a purchase, which acts as a contract when accepted by the vendor and that states the terms and conditions of the desired purchase. NMU Purchasing is the only department authorized to distribute purchase orders.

There are large costs to the university in processing requisitions/PO’s/invoices and checks. This includes data entry, printing, mailing and reconciliation tasks, etc. For this reason, the most economical method of payment is use of the purchasing card. If for some reason a credit card is not accepted by a vendor, a check request should be issued for the purchase.

Purchases over $10,000 are required to be competitively bid utilizing a bid response that usually takes from two days to one week. Construction projects and all other bids over $20,000 are to be competitively bid using the sealed bid process and this process takes a minimum of two weeks.

All surplus equipment requests can be made by completing the following work request.

Please contact the warehouse at 227-2749 and request a pick-up.

Check your copy of the credit card application form that was e-mailed/sent to you or call the Purchasing Department at 227-2360.

There could be a variety of reasons. Your single transaction/monthly limit has been exceeded; the (merchant category code (MCC) has been blocked, incorrect expiration date, etc. Call the 800-number on the back of your Bank of America card for clarification of the decline and follow up with the Purchasing Department, if necessary.

Immediately report the fraudulent charges by calling the 800-number listed on the back of the credit card. Bank of America will provide instructions on how to proceed. It is critical that you complete and return the affidavit (or any other paperwork) per their instructions.

The verification ID starts with a 9 followed by your 8 digit IN number (which is NOT your Social Security number).

Contact the Purchasing Department to request on-line access.

To provide departments with a widely accepted method of ordering small dollar and petty cash type items. Departments will now have another choice beyond the purchase order and petty cash options.

Yes. The card can be a more convenient and efficient way of ordering items under $2,500. Departments are required to use the purchasing card if the vendor will accept it as a means of payment. If the vendor does not accept credit cards, a check request should be issued and can be processed through the Controllers Office. Purchase orders will only be issued for purchases over $2,500.

Card applications must be obtained from the Purchasing Department. The individual completes the application form, obtains the appropriate signatures and returns the application to the Controller's Office.

The Card will be delivered to NMU Purchasing in approximately 7 to 10 business days.

No, and as noted in the Card Agreement, non-adherence to this procedure may result in disciplinary action up to and including discharge.

Notify Bank of America at 888-449-2273, NMU Public Safety and Police Services (227-2152) and the NMU Purchasing Department (227-2360). The department is responsible for any and all unauthorized use.

NMU's federal I.D. number is #38-6029206.

No. Contact the Controller's Office for appropriate travel procedures.

No. This purchasing card was designed for specific commodity purchases only.

No. In order to ensure compliance with the university printing and publications guidelines, those types of purchases are to be processed on a purchase requisition.

Yes, if the total repair cost is under $2,500. For computer repairs you must first contact Micro Repair; if they are unable to repair, you can use the purchasing card according to procedures. All other repairs may be handled under the purchasing card system.

Yes. You can use credit cards for advertising as long as university policy is followed. All position ads must be approved by Human Resources prior to placement; Academic Affairs positions must also be approved by the provost and vice president prior to placement.

Yes, provided the Hazardous Material Management Policy is followed.

Yes, only if the cell phone is through the University.

Yes. However, to avoid delivery delays, all shipping labels must be addressed as follows:

Northern Michigan University
Central Receiving
2073 Sugarloaf
Department/Individual Name
Marquette, Michigan 49855

Upon receipt of a monthly billing statement from the bank to Accounts Payable, one monthly payment will be automatically processed for the University. The purchases made on each cardholders purchasing cards during that billing period will be able to be viewed in Concur. Cardholders should verify and reconcile all credit card charges through Concur.

The department has 30 days to contest any charges. If there is a problem with any charges, notify Bank of America Customer Service at 888-449-2273.

If you return something, you must request the credit be applied to your card.

Verification payment information will appear on your accounting reports under account code 7136.

Yes. Departments may request a different account code when applying for a purchasing card. This request needs to be approved by both the Purchasing Department and the Controller's Office.

In most cases, Northern Michigan University is exempt from sales tax. Provide the vendor with the following number: Michigan Sales Tax ID# 38-6029206

The end of the billing period will be the last day of the month.

Yes. The Purchasing Department will review monthly itemized statements from the credit card company to ensure compliance with procedures. Unauthorized usage will be flagged and violation notices sent to those cardholders that have used their cards. Repeated violations may result in the suspension or termination of the card.

Yes, but each card must have a separate number.

Yes, as long as the item is under $2,500. However, please contact the Purchasing Department as special contract pricing may be available.

New cards will be issued automatically through the Purchasing Department.

No. At this time there is no other option.

Departments are liable for any charges made to the card up to the date and time the card is reported as lost and/or stolen.

Yes. Departments must follow guidelines indicated under item No. 6 of the Purchasing Card Procedures.