Purchasing

Location: Printshop West

Hours: 8:30 a.m. - 5:00 p.m., Monday - Thrusday, 8:30 a.m. - 4:00 p.m. Friday

Phone: (619) 260- 4782

Fax: (619) 260- 4842

General Information

Most merchandise and services bought in the name of the University require an electronic purchase requisition if the amount totals $1,000 or above. There are rare exceptions to the use of a purchase requisition in which case an authorized check request form may be used. These exceptions as well as an overview of other procurement policies are outlined in the University's Policy & Procedure manual, section 7.0.3 .

American Express Purchasing Card

If a supplier accepts American Express and the purchase is less than $1,000, then the American Express purchasing card may be used in lieu of a purchase requisition check request.

The billing address for the American Express purchase card should be the cardholder's business address at the University. If the cardholder does not receive a monthly American Express statement, he/she should contact Procurement Services. The monthly statement will be mailed by American Express and will include account activity through the end of the last billing cycle. Upon receipt of the statement, it is the cardholder's responsibility to review the transactions for propriety; fill out the transaction log with the appropriate POETS coding string on each expenditure; report sales/use tax as appropriate; and send the transaction log and statement to Procurement Services by the 20th of each month. Click here to download transaction log.

Accounts Payable prints checks every Monday, Wednesday and Friday.  Checks are usually mailed on the issuance date, although payments over $10,000 require a second signature and may be slightly delayed as a result.  Note that checks cannot be sent via intra-campus mail, but may under special circumstances be picked up at the Cashier's office after 1:00 pm . Please allow a minimum of 3 to 5 business days for payment to be processed.

Supervisors of cardholders should review monthly statements for expenditures and compliance.

The limits on the American Express Purchasing cards are 1,000 per transaction and 5,000 monthly limit.

To apply for an American Express card a completed application must be submitted along with a completed acknowledgement form.

Click here to download an application form

Click here to download application and/or spending limit increase form

Oracle

If you are responsible for creating purchase requisitions or overseeing a department budget, it is critical that you enroll in Oracle Training. The implementation of the Oracle systems affected many basic processing functions, including the migration to an electronic purchase requisition. Further, the budget reports that were previously mailed through the inter-campus mail system have been replaced with real-time reports that must be accessed through your computer.

Training courses will review the significant changes that the Oracle system brings. Training participants will learn the new POETS Coding structure and will receive hands-on instruction with respect to purchase requisitions and the retrieval of financial information from the Oracle database. Revised procurement forms are also introduced. For a complete inventory of procurement forms formatted within Microsoft Excel, please go to Forms

Oracle Training Manual for Purchase Requisitions - This training manual walks users step-by-step through the creation and approval process of the electronic purchase requisition. This manual has been modified to include detailed instruction for Project Managers to maintain the most updated authorizing signature profiles for their projects.

POETS Pointers - Oracle Project Accounting utilizes the POETS coding string (Project, Organization, Expenditure Type, Task, and Source). We have therefore developed the POETS Pointers reference guide that lists all possible segment values for the POETS coding string. In addition, we have developed a list of definitions for all available Expenditure Types.

Oracle Training Manual for Project Accounting - This training manual is written for Project Managers and Project Maintenance users responsible for overseeing a department, grant or restricted gift budget. Steps to obtain available budget dollars, actual expenditures and invoice details are outlined in this manual, along with detailed instruction on modifying the look of your Oracle screens. Steps to exporting data queried from the Oracle database are also outlined.

Please note that log-on access into the Oracle applications will only be granted after the appropriate Training Courses are completed

Oracle Boot Camp
This class is required to obtain log-on access into the Oracle Project Accounting application. Project Accounting allows persons with budget oversight to review expenditures against their allotted budget. In this course, users learn how to create and code purchase requisitions, check requests and expense reports with the POETS coding string. This course trains the user on database navigation techniques through the completion of a basic electronic purchase requisition. Users learn to view their budgets within the Project Accounting module and export query-driven data into Microsoft Excel spreadsheets. Advanced reporting techniques are introduced including screen customization and the creation of project tasks and subtasks.

Course completion will result in log-on access to Oracle Project Accounting (where appropriate) and Oracle Purchase Requisitions.

• Instructors: Dawn Anderson and Steven Heath
• Course Length: 5.5 Hours
• Pre-Requisites: None
• To enroll in Oracle Boot Camp, contact wolfj@sandiego.edu

Oracle Requisitions
This class refreshes the Oracle user on creating the electronic purchase requisition. Users learn to submit a completed requisition for on-line approval. Project Managers attending this course will learn to use the automated authorized signature screen that lists all individuals currently authorized to approve expenditures for a department, grant or restricted gift.

Course completion will result in log-on access to Oracle Purchase Requisitions only.

• Instructors: Dawn Anderson and Susan McDaniel
• Course Length: 2 Hours
• Pre-Requisites: None
• To enroll in Oracle Requisitions, contact wolfj@sandiego.edu