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FAQ Answers
Do I need an appointment to see Purchasing or other staff/faculty representatives? Making prior appointments to see Purchasing department or any other staff/faculty personnel is a courtesy expected of supplier representatives.
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A Blanket Order can be used for laboratory consumables, or scientific equipment under $2,000. B/O'S are recommended to be used because of contracted pricing. Orders for Lab Stores supplies are to be placed through the Lab Store. Price quotes are available upon request for Fisher, Thomas, VWR, GTS and Airgas.
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Go to www.lehigh.edu/phones/fswireless.html to review policy/procedure to review policy/procedure. Then contact either Bert Rossman (email: Nashara MacCombie/AT&T ; phone: (610) 322-1841 or Leah Cosme Ruscitto/Verizon; phone: 610.220.8692 to set up an account.
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Visit the LTS website http://www.lehigh.edu/computing/buy/main.html for links to vendor sites. There are instructions for purchasing departmental and personal computers. Our preferred vendors are: Dell, Gateway, Apple, IBM and Lenovo.
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See "Lehigh Vendor List (Preferred Vendors)".
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You may review the contract to see if it meets your needs, and captures your understanding of terms of the purchase from the supplier; however, only certain people at the University have authorization to sign contracts and bind the University. (some of these people are Purchasing, Exec Dir. Of Business Services, VP of F&A). Please send the contract to the Purchasing department, so it can be reviewed, and if acceptable, receive the appropriate signatures.
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See the Purchasing website (www.lehigh.edu/~inpur/contacts.html) for listing of names and phone numbers.
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We can no longer simply dispose of our old computer equipment by putting it in a dumpster. The university has a procedure for the disposal of computer equipment which you can access at http://www.lehigh.edu/act/disposal Generally pc's that are 5 or more years old are of no use to other departments within our stem and, as a department head, provided you follow the disposal procedure above, you may opt to sell these older pc's to staff within your department or determine your own method of recycling.
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Employee discounts that Purchasing is aware of are listed at http://www.lehigh.edu/~inpur/documents/SupplierDiscounts_001.doc
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A FedEx individual account is needed. To obtain an individual account, please fill out the form located at http://www.lehigh.edu/~inubs/purchasing/fedexairbills.shtml. This is an online form that is sent to Brenda in Purchasing. Once Brenda receives and processes the information, you will receive a welcome package from FedEx, a welcome email from FedEx and an email from Brenda stating what your login is.
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If a department has a financing need, they should contact David Hammer, Asst. Treasurer, directly as soon as the department believes they may require financing for a purchase. Treasury can either arrange for an internal borrowing arrangement, or can work out some financing arrangements with one of Lehigh's relationship banks. Treasury can help to make sure that the financing charges you pay are reasonable and will be minimized, and other situations, such as "what happens if a finance payment is made late?", are addressed in the financing arrangements.
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LPO’s, Purchase Requisitions, Blanket release forms, and tax exemption forms can be requested from the Purchasing office. Contact either Brenda (3840) or Linda (3841).
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The reason for using ABF would be that you have an established relationship with a carrier that offers all the services that you need in shipping or receiving from anywhere in the world with a very competitive discount. This allows you to determine and control your shipping costs. Also the relationship allows ABF to look out for your best interest.
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The Title of Goods transfers at destination. The shipper is liable for the merchandise until it is signed for at the consignee. This is a better option for Lehigh than FOB Pre-paid add or FOB origin.
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Pre-paid/Add (sometimes stated as FOB Prepaid/add, but this really is not a legitimate term - It is really Prepaid/Add). FOB can only be either destination or origin. The prepaid/add means the shipper is paying the freight charges and adding that cost to your invoice for the product you have ordered. The shipper is passing along a freight cost to Lehigh - we have no way of knowing if it is competitive or not, so this might mean freight costs are not competitive.
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The Title of Goods transfers at time of the pick up and the consignee (the receiver of goods, i.e. Lehigh) is liable from that point on.
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The shipper is paying the freight charges and adding them to the invoice of the product you have ordered.
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The shipping point is the point of origin and the shipper is paying the freight charges and adding them to the product you have ordered.
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This is when the shipper pays for the freight charges and does not add the costs to the product invoice. The shipper absorbs the cost of the freight charges.
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Destination Collect (sometimes stated as Destination prepaid, but that is not a legitimate term. It should be destination collect). This is when the consignee (the receiver of the goods) pays for the freight charges at time of delivery or it is billed to their account.
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This has no meaning. It would have to be destination collect and the consignee pays the shipping charges.
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ABF's insurance only covers up to $25.00 per pound with a maximum payment of $100,000.00 per shipment. You can use your insurance company for the additional coverage or use ABF at the cost of $0.80 per $100.00 of value. Consider the extra insurance if the product being shipped is valuable, or more likely to be damaged (e.g. expensive scientific equipment)
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If the product is damaged at time of delivery where it cannot be used then the shipment should be refused (by Lehigh) and returned to the shipper. If the shipment is accepted by Lehigh, with damage, then lehigh will risk losing any rights to be compensated for the damage.
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A customs brokers is used any time there is an import or export shipment
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You will need to contact Accounts Payable at 610-758-3148.
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A vendor can access all the necessary information at Lehigh's licensing company's web site: www.smaworks.com . On that page is a tab/button that when clicked on gives access to the licensing application form. A vendor should fill out the RESTRICTED application which allows them to produce goods for internal University use (such as team uniforms), and does not require payment of royalty fees, or a NON-RESTRICTED application, which is for products that will be manufactured to sell in retail markets, and does require payment of royalty fees. The instructions for submitting the application, etc are well explained and should not present a problem. If a vendor has questions, they can contact Karen at SMA-Strategic Marketing Affiliates-their office number is on the web site. Once this application is completed, it will be reviewed, and if the vendor is approved, they can access all of Lehigh's marks through a service called Logos-On-Demand. A vendor must receive pre-approval of all art that they use prior to manufacture of merchandise. This process is simply to assure that Lehigh's marks are being used appropriately (correct colors, shapes, proper garment color, etc).
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University policy is that any supplier using Lehigh trademarks , producing goods with our marks, etc. must be a licensee. You can see who is already a licensee by looking at purchasing's website http://www.lehigh.edu/~inpur/inpur.html under "Licensing Program" and there are 2 lists...by name, and by product. Feel free to use any of these firms already licensed. If you already have someone in mind, and they are not licensed, the supplier should contact SMA and begin the licensing process. (SMA ph.# 317.829.5690) Once they are licensed, SMA will make available to them over 30 pre-approved Lehigh marks/artwork that they can use. If it is a custom art design (not one of the pre-approved marks) the artwork is approved by Debra Protchko in University Relations if it is a Lehigh Mark (e.g. Lehigh University ), or by Tyler Osler, if it is an athletic mark (e.g. the "L HAWK"). You and your supplier work on the design together, but the design must be approved (via SMA) BEFORE the product can be made. The supplier submits the design to SMA, who will handle the approval process (they compare it to the pre-approved marks and approve it, or if custom art, forward it to Tyler or Debra). When you know what the order will cost, you can use the various existing University tools to pay for it...LPO, p-card, PO, etc as appropriate.
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A LPO can be used for any purchase under $2,000.00 with the exception of computers, maintenance, rental, blanket and service orders. Requisitions should be used for all purchases (including computers) over $2,000.00. A sole source should be completed (on back of requisition) for all orders between $2,000.00 and $5,000.00 or at least 3 verbal quotes must be listed. Purchases of more than $5,000.00 should have 3 written quotes or a sole source completed.
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Yes but an invoice or a memo must accompany the purchase requisition from the vendor.
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University policy does not require use of the lowest priced quote/bid. Faculty/staff are expected to use good judgment as stewards of the University’s resources and evaluate each proposal to determine which is the best overall value. (i.e.the lowest total cost). Things to consider besides price are other terms such as warranty, delivery charges, training and support, performance guaranties, etc
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Please see the website at http://www.lehigh.edu/~inpur/lehighinternal.html and click on “Lehigh Minority Vendor list”. These vendors have established themselves as minority vendors and are in Lehigh’s vendor database. Lehigh encourages faculty, staff, and its suppliers to utilize minority vendors.
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Lehigh University has decentralized purchasing. Departments have a certain amount of latitude to investigate new vendors and products. Depending on the types of products or service, Purchasing may have greater or lesser involvement in the ultimate selection. Therefore, contacting an applicable department is often a good place to start. An example would be a laboratory product supplier would want to contact a science department to determine interest in the product. In addition, Purchasing could be contacted for information as to how to proceed. If unsure of the individual department phone numbers, please contact Lehigh’s main operator number 610-758-3000, or Purchasing may be able to assist you. In any case, appointments are expected as a courtesy to meet with faculty/staff. In addition, meeting with a supplier or addition to Lehigh’s supplier database does NOT guarantee an order will be placed with a supplier.
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Please email the following information to Brenda (bkb204) in Purchasing: Your name, your phone number, your fax number, your campus location (ex: APC23C) and the index number for ordering office supplies. Once Brenda receives and processes the information, she will notify you via email what the web address is and what your login is.
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Please see the website at http://www.lehigh.edu/~inpur/lehighinternal.html and click on “Lehigh Vendor list”. Lehigh preferred vendors, and those we have established contracts/special pricing /terms are listed, as well as a link to LVAIC and E&I agreements that provide us with discounted pricing and special terms.
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The two-page enrollment form is located on the Purchasing website at: http://www.lehigh.edu/~inpur/enrollment.html. Please complete the form and fax (4783) or mail (516 Brodhead Ave) it to Brenda in the Purchasing office.
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The one page maintenance form is located on the Purchasing website at: http://www.lehigh.edu/~inpur/enrollment.html. Please complete the form and fax (4783) or mail (516 Brodhead Ave) it to Brenda in the Purchasing office.
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Information pertaining to transactions can be obtained by calling JP Morgan Chase at 1-800-270-7760. You will need to know your security identifier (mother maiden name and last four digits of your social security number) to access the information.
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We are in the process of changing security on all cards. Previously the cards were set up with a generic security identifier. The mother’s maiden name was “Lehigh” and the last four digits of the social security number are 1234. Everyone was asked to change both mother's maiden name and social security number field to be a unique identifier. For new cards being issued, we will be asking for the primary card administrator's mother's maiden name and the last four digits of the Lehigh id will be entered for the social security number. For existing cards, we will be updating the information on an individual basis.
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Please remember that anyone purchasing with University money is expected to be a good steward of University resources and make their best effort to obtain the best value. It is usually a good idea to get several quotes…a minimum of three are recommended for purchases over $5,000. A purchase of less then $2,000.00 per transaction, is up to the individual’s discretion on the number of quotes to review for the purchase. At greater than $2,000.00 but less than $5,000.00, at least 2 verbal quotes should be obtained, and noted with submission of the Requisition. At greater than $5,000.00, three written quotes are required, and should be submitted with the requisition. If this is not possible (such as a patented/proprietary product sold by a single supplier, or a unique service or limited distributorship), the requisitioner must fill out the sole source form on the requisition, or provide a separate sheet, explaining why three quotes were not obtained. For more complete explanation, please see the purchasing manual on the website at http://www.lehigh.edu/~inpur/purchasing.html
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Generally, the higher the value, importance and/or dollar amount of the purchase, the more likely that one should use the RFP process. This assures a fair dissemination of information (our specifications) to interested parties. Please contact Purchasing and discuss with us, and we will help you with the process. Please see the Purchasing Manual at http://www.lehigh.edu/~inpur/purchasing.html for further explanation
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Purchasing can fill out the certificate and fax it to the vendor. Contact either Brenda (3840) or Linda (3841). Please provide us with the vendor name, address and fax number.
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The most important procedure to follow is to ALWAYS inspect the shipment for visible damage before signing any type of delivery receipts. If there is ANY visible damage, then you should inspect the shipment to assess the amount of damage. If the amount of damage is SIGNIFICANT and the item CANNOT BE USED in that condition, then the SHIPMENT SHOULD BE REFUSED. If there is only MINOR COSMETIC DAMAGE and the product can be used, then you have TWO OPTIONS: 1. you can REFUSE the shipment; or 2. you can ACCEPT the shipment and notify ABF (or the delivering carrier) of the damage and file a claim. If you decide to accept the shipment with the damage, then it is very very important that when you sign the delivery receipt, you also write on the receipt "PRODUCT IS DAMAGED" and include a brief description of the type of damage. Examples of a description would be: corners bent; table top scratched; leg broken; glass broken; etc. etc. Also, if a claim is to be filed, then the sooner it is reported the better, so file the claim right away. If there is NO VISIBLE DAMAGE on the packaging and you accept the shipment, only to find the PRODUCT INSIDE IS DAMAGED, then you need to notify ABF (or the delivering carrier)as soon as possible. This is referred to as a "CONCEALED DAMAGE". At this point, it would be best to leave the product as is, in the original packaging. DO NOT DISCARD ANY OF THE PACKAGING! The type of packaging will help determine who was at fault, the carrier or the shipper. IT IS GOOD PRACTICE TO OPEN A PACKAGE PROMPTLY AFTER RECEIVING IT, SO IF THERE IS CONCEALED DAMAGE, YOU SEE IT RIGHT AWAY, AND NOT DAYS OR WEEKS AFTER THE PACKAGE IS RECEIVED, WHICH MAKES IT MUCH HARDER TO FILE A DAMAGE CLAIM.
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To place a new order for service or change an existing order, contact Key Accounts Department (key@water.com) and cc: Joe Ellis (jellis@water.com). Be sure to mention the LVAIC contract to receive the contract price.
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