Frequently Asked Questions

Q. I have an invoice. Where do I send it?
A. Send the invoice to Accounts Payable.

If the invoice is for a purchase order, make certain the PO# is printed on the invoice. Write it in if it is not shown.

If a purchase order is not associated with the invoice, send a completed Authorized Payment form to Accounts Payable along with the invoice.

Q. I need a purchase order right away. What do I do ?
A. Fax (x6421) or hand carry the requisition to the Purchasing Department and a purchase order will be generated. The standard procedure is to fax the order to the supplier, but if the department wishes to pick it up we will notify them when it is ready.

Q. How do I cancel a purchase order?
A. Send an email or other written request to the Purchasing Department referencing the purchase order number and the reason for canceling.

Q. I need to return something. What do I do?
A. If an item was ordered by purchase order, call the Purchasing Department within 5-10 days after receiving the item. Purchasing will call the supplier and make arrangements for the return. It is the department’s responsibility to package the item for return , fill out a Material Return form, and notify Central Receiving when the package is ready for pick up. Refer to Damages/Shortages/Returns for Credit in the Purchasing Procedures.

Q. If I order something and it’s not what I really want, can it be returned?
A. In most cases, Yes, if the item is a “stock” item and not something that was special ordered. Special orders are generally not returnable unless there was an error on the supplier’s part.

Q. I have something to return. Do I have to pay return shipping charges?
A. It depends on why the item is being returned. The supplier pays shipping charges if the supplier is at fault (i.e. too many items shipped, wrong color, incorrect item, etc.). The department pays the return shipping charges if the department is at fault (i.e. decided the item was not what was needed, ordered more than was needed, ordered wrong color, etc.).

Q. When does the University require competitive bidding?
A. University policy states orders over $5,000 need to be competitively bid, with the exception of professional services. Refer to Purchasing Policies and Procedures. However, upon review, the Purchasing Department may put requisitions under $5,000 out for bid.

The bid documentation form can be printed from the Purchasing Web site.

Q. What documentation must be included with a purchase requisition?
A. Include any information Purchasing may need to send along with the purchase order such as quotations, order forms, etc. Also, if the requisition is over $5,000, a completed bid documentation form must be attached (unless the order is for professional services).

Q. I need a computer and/or software. What do I do?
A. Computers, hardware, and software must be purchased through the Duquesne Computer Store. To order or to obtain quotations, call extension 5645. See Special Purchase Requirements/Computers in Purchasing Policies and Procedures.

Q. How do I order food for an event?
A. Departments are to call Food Service directly at extension 6612. Food Service does accept the procurement Card as payment.

Q. I need to order furniture. What do I do?
A. Call Purchasing at extension 6594 and we will provide assistance.

Q. I have a green copy of the Purchase Order. What do I do with it?
A. When the items on the purchase order are delivered, sign and date the green copy and then forward it to Purchasing.

Q. I need University stationery and forms. Where do I get these?
A. Stationery, envelopes, and various forms are stocked in Central Stores, room B12 Mellon Hall. These can be ordered on line or by Stores requisition. Click here for the Central Receiving and Stores web site.

Q. My department is considering leasing equipment. How do we begin?
A. The first step is to call the Purchasing Department at extension 6594 and the procedure will be explained. Refer to Special Purchase Requirement/Leases and Contracts in Purchasing Policies and Procedures.

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