Procurement Frequently Asked Questions

How do I keep track of a Requisition after it has been processed?
The Purchase Requisition is a two-part form. Only one part (canary) is sent to the Purchasing Department after completion of the required fields. All users are advised to keep the second copy (green) of the Requisition before it is forwarded to the Purchasing Department. This will be your record of the Purchase Order until you have received the laser copy Purchase Order Confirmation.

What number do I enter in the LPO Number section at the top of the form?
You must enter your department sequence number in the field on the form. The departmental sequence number should also be entered in the (SEQ.) field. This information will identify who is placing the order.

Why does the LPO contain two approval signatures and how do I know which one to use?
There are two distinct approvals that occur during the LPO process. As a result, there are two separate fields for each approval. The first signature required is the LPO Approval Signature. This signature authorizes the actual placing of the order to the vendor. The second signature required is the Authorization Signature. This signature assures the goods or services have been received and payment for this order is approved.

Note: Please be sure that signatures are entered in the correct order. Improper use of the signature field causes confusion and could cause a delay in the processing of your order.

What steps do I take with the LPO after it has been completed?
Completed forms are not sent to the Purchasing Department. The LPO is a three-part form and each part is designated for a specific user. Please use the following steps to complete the LPO process:

• Complete all information that is required for the LPO.
• Send the vendor copy of the LPO to the vendor only, if it has not been faxed or called in.
• After goods/services are rendered and invoices are received, the Accounts Payable copy of the form is approved and forwarded to the Accounts Payable Department.
• Formal Purchase Orders are required for orders exceeding $5,000.

How do I obtain University envelopes, letterhead or business cards for my department?
A Purchase Requisition must be completed and forwarded to the Purchasing Department. The Purchasing Department secures a printer to complete the Purchase Order.
** Note: The Requisition should include a sample of the letterhead, envelope, or business card listing the official departmental name and edits.

Who do I call to check on the status of University envelopes, letterhead or business cards?
All Requisitions for stationery should include a delivery required date. Call the Purchasing Department (x5931) to check on the status of existing orders. A representative will track your order and provide you with an estimated date of delivery

How do I handle an invoice after I have received my order?
Simply sign the invoice, making sure that the Purchase Order number is clearly shown on the invoice and forward to the Accounts Payable Department. Mark the invoice “Final” or “Partial”.

Are all Check Requests forwarded directly to the Accounts Payable Department for processing?
Yes, an approved Check Request must be forwarded directly to the Accounts Payable Department for processing.

How do I go about obtaining a rental car for myself or for someone in my department?
Contact the Purchasing Department at x5931 with pertinent information: dates, number of drivers, and duration of the rental. A Purchasing Representative has already negotiated for the best price via an N.Y. State contract and will provide this information for you. Complete the appropriate Requisition form and forward to the Purchasing Department.

How do I go about ordering copy paper as a participant in the Canon Copy Program?

• Complete the Staples Office Products Requisition form or utilize the Staples Advantage Program.
• Enter the Budget Line that is designated for the Canon Copier Program.
• Fax form to the Purchasing Department at x4915 or order online utilizing the E-Commerce Staples Advantage Program.

Note: At Fordham Westchester, contact the Duplicating Manager: 914-367-3045.

How do I go about ordering copy paper if I am not participating in the Canon Copy Program?

• Complete the Staples Office Products Requisition form or utilize the Staples Advantage Program.
• Enter your department Banner FOAPAL Account Number.
• Fax form to the Purchasing Department at x4915 or utilize the E-Commerce Staples Advantage Program.

How do I order toner cartridges and staple wire as a participant in the Canon Copier Program?
Call Canon to request toner or staple wire for your copy machine. Contact x5931 for the proper telephone number.

How do I request service as a participant in the Canon Copy Program?

• At the Rose Hill campus, call Canon at x4409 to request service for your copy machine.
• At the Lincoln Center campus, call x6048 to request service for your copy machine.
• At Fordham Westchester, call 914-367-3045 to request service.

How do I order office supplies other than copy paper or toner?
Utilize the Staples Office Products E-Commerce Ordering System. Call x5927 (Contract Specialist) or x4733 (Staples On-Site Representative) if you have any questions.

Who do I contact if I have not received the office supplies I have ordered?
Contact the Staples On-Site Representative in the Purchasing Department at 718-817-4733.