Purchasing Procedures

Organization and Objectives
Expenditure of Funds
Purchase Order
Supplier Selection and Quotation
Special Procurement Policies
Shipping and Receiving

ORGANIZATION AND OBJECTIVES

  • Mission: Provide a professional business function at Bentley University for the procurement of goods and services; administrative and campus contract management; operations advisement; asset and property management; the development of vendor and community relations resulting in the efficient utilization of university resources. These objectives are achieved through combined teamwork; sound business practices, policy, procedure and state of the art technology.

  • Authority for Procurement: Purchasing, Administrative and Campus Services is an operation of the division of Business and Finance. All procurement negotiations have been delegated to Purchasing, Administrative and Campus Services by the administration, through the office of the Vice President for Business and Finance, Treasurer. Purchasing, Administrative and Campus Services is the only office authorized to commit university funds in the form of official Purchase Orders or signed contracts. We negotiate Master Contracts that pool Bentley's buying power to obtain favorable pricing and contract items. We strive to meet the responsibilities of our authority for procurement through our Mission.
  • Conflict of Interest: The university, as a general rule, does not enter into purchasing contracts with students, faculty and staff or members of their immediate family. Acquisitions from a business in which an employee has an interest is prohibited unless full disclosure of the background facts are presented in writing to and subsequently approved by the Director of Purchasing, Administrative and Campus Services prior to the initiation of any transaction.
  • Responsibility and Objectives: The function of Purchasing, Administrative and Campus Services is the organization and administration of centralized purchasing services for all university departments. Providing these services in accordance with sound business practices, Purchasing, Administrative and Campus Services seeks to realize for the university the maximum value for every dollar expended, as well as to insure the efficiencies of all assets (i.e. management of surplus assets). 

    To achieve this goal, Purchasing, Administrative and Campus Services have been charged with responsibility for the following:
    1. Securing competitive bids when possible to obtain maximum value from the expenditure of Bentley funds, insuring that proper negotiation and consideration which benefit the university are accomplished.
    2. Maintaining liaison with vendors and contractors that service Bentley.
    3. Coordinating the procurement of goods and services for the academic and administrative departments.
    4. Developing sources of supply to assure that all Bentley departments have an adequate source of vendors from which to obtain supplies, equipment and services.
    5. Managing surplus equipment and material, reallocating within campus whenever possible, otherwise authorizing and coordinating the resale, barter, donation or disposal of such property.
    6. Negotiating and authorizing contracts. Advocating the effective management of ongoing contracts.

  • Authorized Purchases: In accordance with the authority delegated to Purchasing, Administrative and Campus Services, all purchases irrespective of the sources of funding (i.e. grants), will be governed by the policies outlined in this manual. Our basic policy is to obtain all supplies, equipment and services at the lowest cost to the university consistent with quantity, quality service and availability of products and services required at the time of purchase. In conforming with this policy, the cost of the purchase and delivery time required by the user department will be considered. No person or department is authorized to request goods or services from an outside party without encumbering in advance sufficient funds from the respective budget to meet the purchase obligation. This practice applies to all requisitions regardless of the source of funding.

    It should be noted that unless a received invoice is substantiated in advance of the initial order by an official Bentley Purchase Order number, Bentley is under no obligation to pay for the goods or services. As such, liability for payment rests with the individual placing the order and not with Bentley. The Accounts Payable Office is mandated to return all such transactions to the initial requestor. This policy applies only to acquisitions defined in this manual as requiring the use of the central purchasing system.

  • Purchasing Code of Ethics: Bentley University subscribes to the following 'Purchasing Code of Ethics' as defined by the National Association of Educational Buyers as follows:
    1. Give first consideration to the objectives and policies of Bentley University.
    2. Strive to obtain the maximum value for each dollar of expenditure.
    3. Decline personal gifts or gratuities.
    4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
    5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
    6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
    7. Received consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
    8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a suppler; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of Bentley University permit.
    9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
    10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
    11. Foster fair, ethical and legal trade practices.
  • University Policy On Departmental Gifts: Flowers, gifts for sympathy, congratulations, etc., are to be 'out of pocket' of those individuals who are initiating the purchase. Such purchases are not funded by Bentley monies. Some exception is made for 'small' tokens of appreciation for students who have worked within a department (e.g. lunch and cinema tickets). All other department parties and gifts for various celebrations or expressions of sympathy must be funded personally by the employees.

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EXPENDITURE OF FUNDS

  • Fund Sources: All funds of the university, regardless of source (e.g. grants), must be managed in accordance with university policy. Although departments are allocated funds in their budgets for a given period, this allocation is only an authority to requisition, not to purchase. As such, Cost Center Approvers must initiate request with consideration for the Purchase Requisition to Purchase Order Process.
  • Account Numbers: Each department is assigned an account number or numbers by the Office of Financial Operations. All purchase requisitions must carry the complete number of the account to be charged. As such, the fund, organization, and account number, as well as program code when required, must be reflected on each purchase requisition.
  • Requisition to Purchase: Only persons officially authorized as Cost Center Approvers shall have approval to submit requisitions. An approval and authorization list is maintained and periodically updated by the Financial Operations Office. A request for authorization changes may be submitted to the Financial Operations Office at any time by Cost Center Approvers. For proper control, it is recommended that the purchasing function (including approving requisitions and invoices) reside with one person in each department. the prompt processing of all work, however, remains the responsibility of the department head or director. All requests for outside purchases, regardless of the sources of funds, must be processed through Purchasing, Administrative and Campus Services on a Requisition Form. This form must be submitted to Purchasing, Administrative and Campus Services with sufficient lead time to allow for the solicitation of quotes when required, and the proper review by Purchasing, Administrative and Campus Services staff. 

    Departments submitting requisitions are requested to abide by the following guidelines:

    PURCHASE ORDERS SHOULD NOT BE USED TO PROCESS TRANSACTIONS WHICH DO NOT EXCEED $5,000.

    All purchases not exceeding $5,000 should be charged to a Purchasing Card. All parties responsible for such parties should apply to acquire a Purchasing Credit Card. 

    Orders less than $5,000 that cannot be charged to a Purchasing Card are reimbursable through either a Petty Cash slip or a Check Voucher.
    A. Each requisition must contain a complete description of the material or service desired. Care should be taken that each requisition lists only items that can all be furnished by one supplier.
    B. Each requisition should be prepared in triplicate. The first two copies are to be forwarded to Purchasing, Administrative and Campus Services, and the last copy retained in the department's file.
    C. The signature of the respective Cost Center Approver must appear on each purchase requisition. Please be sure to list:
         1. Deliver By: Enter date order must arrive at Bentley, MM-DD-YY. 
         2. Requestor: Enter name of person issuing, date and respective phone number.
         3. Accounting: Enter fund, organization and account number to be charged.
         4. Quantities needed.
         5. Description and manufacturer's order or model number if appropriate.
         6. Costs: If costs are not known minimally, cost parameters must be stated.
         7. Internal Destination: Enter the location the goods should be delivered to, noting the building and room number when possible.
    D. Expenditures from other than operating accounts will be governed by the authorization guidelines as defined by the Financial Operations Office.

    If any of the above details are missing from a purchase requisition, it will be returned to the requestor for completion. Please call Purchasing, Administrative and Campus Services at extension 3456 if you should need assistance in completing a purchase requisition.

  • Petty Cash: Petty Cash transactions are designed to reimburse those transactions that cannot be made using the Purchasing Card. Petty cash purchases may not exceed $100. Whenever possible, such purchases should be charged to the Purchasing Card (MasterCard credit card) and Master Contracts must be honored (e.g. Office Supplies). If you need to acquire a Purchasing Card, please contact Purchasing, Administrative and Campus Services at extension 3456. Petty cash Vouchers may be obtained from the Accounts Payable Office.
  • Check Request: Check Requests are intended to reimburse staff for purchases not exceeding $5,000 that cannot be made with the Purchasing Card (MasterCard credit card). When placing such an order, the order placer must request that all invoices reference the requestor's name and cost center number. This identification will expedite the payment of subsequent invoices. When paying invoices not exceeding $5,000, it is not necessary to complete a Check Request Form. Please indicate on the invoice the account number to be charged and an authorized signature, then submit to the Accounts Payable Office.
  • Purchasing Card: Purchasing, Administrative and Campus Services has implemented a Purchasing Card program providing MasterCard credit cards to Cost Center Approvers and authorized staff. This card system is intended to provide an efficient method of purchasing and paying for goods and services with a value not exceeding $5,000.
  • Authorization to Pay for Received Goods/Services: After goods have been shipped or services rendered, most companies send a billing invoice to the Accounts Payable Office. The Accounts Payable Offices sends invoices exceeding $5,000 to the respective Cost Center Approver for authorization. In turn, all invoices exceeding $5,000 for products and services procured by the university must be signed by the Cost Center Approver and forwarded to the Accounts Payable Office.

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PURCHASE ORDER

  • Purchase Orders: The Purchase Order is the primary ordering document for university purchasing activity. It is a formal written offer to a vendor or contractor containing all terms and conditions of a proposed transaction. Once accepted by a vendor, it becomes a legally binding contract between both parties. Bentley's purchasing system is automated. Purchase Requisition details are input into the system via Purchasing, Administrative and Campus Services. Purchase Orders are subsequently computer-generated with system-assigned Purchase Order numbers. The Purchase Order document is a two-part form. Once signed by an authorized buyer, one copy is sent to the vendor, while the other is kept on file at Purchasing, Administrative and Campus Services. Requestors are sent a Confirmation Document by email, which contains detailed purchase order information. If any discrepancies exist, please notify Purchasing, Administrative and Campus Services immediately.
  • Open and Blanket Purchase Orders
  • Prepaid Purchase Orders: Occasionally, a vendor may require prepayment for ordered goods or services. Prepayment arrangements are not desirable and should be avoided whenever possible due to the tenuous position it establishes for the University. If, however, Purchasing, Administrative and Campus Services determine that no viable alternative exists to this arrangement, the transactions must be indicated on the purchase requisition and will be governed by the following guidelines:
    1. Prepayments must be authorized by the Director of Purchasing, Administrative and Campus Services.
    2. Cost Center Approvers will be made aware of prepayments when they occur.
    3. When goods and services are received, the Cost Center Approver must notify the Accounts Payable Office with an approved copy of the invoice.
  • C.O.D. Orders: Certain purchases will require payment upon delivery of goods or services specified. Purchase Requisitions requiring such payment must clearly specify that C.O.D. (Check On Delivery) will be required and identify the respective Bentley University employee who will be responsible for picking up a check at the Accounts Payable Office to provide to the supplier or contractor upon delivery. All C.O.D. requests must be noted on the purchase requisition and approved by the Director of Purchasing, Administrative and Campus Services.
  • Cancelation or Modification of Orders: Requests for the cancelation or modification of Purchase Orders, including an increase or decrease in the dollar amount or a change in the account number of the order must be submitted to Purchasing, Administrative and Campus Services via a purchase requisition. The respective Cost Center Approver must state the reason for the change and refer to the Purchase Order number and vendor's name and address. Changes will be governed by the authorization level required on the original order document. The cumulative value of a Purchase Order and any changes cannot exceed the initial Cost Center Approver's signature level. Any changes beyond this amount require approval of the next appropriate level of authorization. An official notification to the vendor will be sent via a Bentley Purchase Order Change Notice. Please note: Such Purchase Requisitions must clearly state that the request is a modification to an existing order. The original Purchase Order number must be referenced.
  • Damages and Shortages: In cases of damage or shortage of shipment, a written report should be submitted immediately to Purchasing, Administrative and Campus Services, including the following details: Purchase Order number, date received, vendor, and extent of damage or shortage. Such claims must be filed in a reasonable time, normally within two business days. Failure to comply with these regulations could result in a disallowance of the claim by the vendor. Please contact Purchasing, Administrative and Campus Services for assistance in the event that a satisfactory resolution cannot be met with a vendor.
  • Shipping or Invoicing Mistakes: Mistakes in shipping or invoicing should be reported promptly to Purchasing, Administrative and Campus Services, referring to the Purchase Order number and vendor involved. Departments should provide sufficient detail concerning the mistake so that corrective steps may be taken with the vendor.
  • Returns for Credit: When a vendor has shipped items as specified on a Purchase Order, they have legally complied with their part of the contract and are under no obligation to accept for credit any of the items delivered as specified. Acceptance of a return by the vendor is by no means automatic, and a restocking charge may be incurred.  This charge will be assessed to the requisitioning department. Credit memos received by a department should be handled in the same manner as approving an invoice for payment. Returns or adjustments which affect the encumbered amount of the Purchase Order should be processed through Purchasing, Administrative and Campus Services via a requisition so that a Purchase Order Change Notice can be processed.
  • Budget Controls: Each time a purchase requisition is input into the computerized purchasing system, available funds from designated budgeted accounts are analyzed by the system. Each respective Cost Center Approver is responsible for monitoring and managing their budgets throughout the fiscal year. Variances are to be reported to the Financial Operations Budget Office on a quarterly basis.

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SUPPLIER SELECTION AND QUOTATION

  • Master Contracts: The Master Contracts directory profiles the most frequently used Bentley University campus-wide Master Contracts. With regards for Bentley standards and adherence to contractual commitments, the Bentley community is required to purchase goods and services offered through such vendors, regardless of respective order procedure. Many Master Contracts are negotiated independently by Bentley Purchasing, Administrative and Campus Services; others are negotiated by affiliated buying groups. Each contract is negotiated on behalf of Bentley or buying group by pooling buying power to obtain favorable pricing and contract terms. These buying groups include: the Educational and Institutional Cooperative; the Massachusetts Higher Education Consortium; and the Medical Academic Scientific Community Organization (MASCO Services). Contract pricing is based upon a committed aggregate purchasing volume for the specific good or service. Each contract is governed by terms and conditions that protect the interests of Bentley. The directory also identifies companies that are considered 'preferred vendors.' These are recommended companies that do not have formal contracts with Bentley. This directory should be used as a desk reference. When needing to make a departmental purchase or contracting a vendor, simply refer to the directory for contact as well as contract information. Each profile provides necessary guidelines for order placement. Additionally, available web site addresses and links are listed under each respective profile. Visiting these sites enables a customer to view products and services offered. This directory, a valuable resource to members of the Bentley community, enables efficient and effective navigation of the ordering process. We encourage reference to this directory and consider it to be Bentley's own 'Yellow Pages.'
  • Bid Requirements: One of the primary responsibilities of Purchasing, Administrative and Campus Services is to protect the university from potential price abuse by third parties. This responsibility is in no way proprietary in nature and must be shared by all Cost Center Approvers. Competitive quotations or bids must be solicited in accordance with the guidelines listed below. In the event that the requisitioning department has obtained quotations, this information must accompany the requisition. All documented quotes must be dated and signed by a duly authorized agent of the company. Three original quotations must be submitted for purchases exceeding $25,000. Purchasing, Administrative and Campus Services evaluates all quotations submitted and determines how to proceed. While cost is one of many variables considered when reviewing bid information, a brief justification should be included in the bid summary when the lower bidder is not preferred.

    Competitive quotations will be secured in accordance with the following guidelines:
    $5,000 - $15, 000:  Purchasing, Administrative and Campus Services recommends at least two written quotations
    $15,000 - $25,000: Purchasing, Administrative and Campus Services must acquire at least two written quotations
    $25,000 and above: Purchasing, Administrative and Campus Services must acquire at least three written quotations

    The requisitioning department is not to use multiple requisitions to circumvent the bidding process. Purchasing, Administrative and Campus Services must be contacted well in advance of planning for any purchase $25,000 or higher. As such, Purchasing, Administrative and Campus Services will initiate and manage related bid processes as deemed necessary. Additionally, cumulative expenditures with any vendor that exceed $25,000 will be reviewed by Purchasing, Administrative and Campus Services and competitive bid processes will be conducted accordingly. Whenever possible a categorical approach to the quoting process will be pursued by Purchasing, Administrative and Campus Services in an attempt to effect resource efficiencies and greater dollar savings inherent in volume purchasing. Individual departmental needs will be consolidated, when possible, to establish an institutional consumption level for specific categories of goods or services. Bidding will be conducted utilizing this identified campus volume. Ultimately, Purchasing, Administrative and Campus Services is vested with the control authority over the bidding process.

    Exceptions to the Bidding Policy: One of the primary responsibilities of Purchasing, Administrative and Campus Services is to protect the university from potential price abuse by third parties. Original competitive bids are solicited in accordance with Bentley's policy and must accompany requisitions submitted. Random audits are conducted to check for compliance with such policy and procedure. These audits ensure that multiple requisitions are not submitted to circumvent the bidding process, that documented quotes are dated and signed by an authorized agent of the company, and that in the event that bidding policy cannot be met, that proper justification has been submitted prior to the expenditure of Bentley funds. A written justification memorandum from the respective Vice President is necessary when bidding requirements are not met for purchases between $25,000 and $100,000. Additional authorization form the Vice President of Business and Finance, Treasurer is required for purchases in excess of $100,000. Such authorized justification is also required for 'sole source' purchases within the same cost parameters. Justification documentation is often written by the respective Director/Manager most involved in the purchase, and subsequently approved by the respective Vice President. This memorandum must thoroughly explain all circumstances surrounding the requested purchase of goods and/or services, and must accompany the respective Purchase Requisition when submitting to Purchasing, Administrative and Campus Services, and must subsequently be approved by the Director of Purchasing, Administrative and Campus Services. A Purchase Order will not be issued until the written justification is submitted to, and approved by the director of Purchasing, Administrative and Campus Services. A written justification is intended to document 'exceptional circumstance;' it is not intended to be a normal approach to Bentley purchasing. 

  • Reasons for Written Justification: 
    Bid Requirements Not Met: When bid requirements have not been met, this document serves as an explanation of circumstance surrounding the purchase and will remain on file for future reference. Authorized justification must accompany the respective purchase requisition when submitted to Purchasing, Administrative and Campus Services, for subsequent approval by the Director of Purchasing, Administrative and Campus Services. Examples of situations when written justification for not meeting bid requirements may be approved include the existence of emergency circumstances that do not permit the necessary time to conduct competitive bidding. As Such, the requisitioner should provide the date requirement and the impact on the project if the goods or service are not received on time. Similar products or services may exist, but the vendor/brand for reasons of expertise, standardization, quality, compatibility with existing equipment, specifications, or availability is the only source that is acceptable to Bentley. Written justification should expound on which criteria the proposed source meets and why.

    Sole Source:When a required product/service can only be purchased from a single source, this document identifies the situation making it impossible to obtain competitive bids. Justification documents explaining the 'sole source' nature of the purchase must accompany the respective purchase requisition upon submission for Purchase Order processing. Purchasing, Administrative and Campus Services has final responsibility in determining whether a purchase is proprietary and may be purchased from a sole source. Sole source justification typically relates to those purchases that are proprietary in nature, as is the case with many software license agreements, software upgrades and some maintenance contracts.

    Low Bidder Not Preferred: While cost is one of the many variables considered when reviewing bid information, justification should be included in the bid summary when the low bidder is not preferred.

  • Sole Source: A Sole Source purchase is one wherein an item that is needed can only be purchased form a single source, a situation making it impossible to obtain competitive bids. When bidding requirements are not met due to the 'sole source' nature of the purchase Purchasing, Administrative and Campus Services requires documentation from the requisitioning department and approval of the respective Vice President to explain the 'sole source' nature of the purchase. Final responsibility rests with Purchasing, Administrative and Campus Services in determining whether a purchase is proprietary and may be purchased from a sole source.
  • Interviewing Sales Representatives: Bentley personnel desiring to contact sales representatives should contact Purchasing, Administrative and Campus Services for assistance when needed. Purchasing, Administrative and Campus Services maintains contact with account representatives representing viable sources for equipment and services.
  • Supplier Qualifications: The performance of vendors conducting business with the university for the first time is carefully evaluated. In addition, references are checked and formal interviews conducted, when necessary, to assure quality.
  • Selection of Vendors: Vendors are selected for their ability to serve the needs of the university in the most economical and efficient manner possible. Past performance and cooperation are important factors. Vendors must comply with all laws, regulations and directives as issued including, but not restricted to, applicable non-discrimination and affirmative action regulations.
  • Supplier Lists: Purchasing, Administrative and Campus Services will maintain a database of all persons and firms who wish to bid on university purchases Invitations to bid will be solicited from those vendors whom Purchasing, Administrative and Campus Services determine will stimulate viable competitive bidding.
  • Supply Source: Requisitioning departments are encouraged to suggest sources of supply for items for products and services. Authority for the final selection of the vendor shall be left to Purchasing, Administrative and Campus Services. Authority for the final selection of the vendor shall be left to Purchasing, Administrative and Campus Services. This decision will be made with consideration for the overall needs of the university, and incorporating the defined requirements of the requisitioning office.
  • Minority Suppliers: Purchasing, Administrative and Campus Services maintains an active list of qualified minority- and women-owned companies with whom the university can do business The authorized buyers are committed to the principles of affirmative action and encourage utilization of minority-owned enterprises whenever viable.
  • Demonstration of Sample Material: Bentley employees wishing to see samples or have equipment demonstrated should contact Purchasing, Administrative and Campus services for assistance. Bentley personnel who find the need to contact sales representatives directly are reminded to advise the prospective vendor that a Purchase Order will be issued by Purchasing, Administrative and Campus Services should a procurement decision be made. Vendors are to provide their own insurance coverage for any material or equipment left at the university.
  • Sales and Service Agreements: It is in the best interest of the university to refrain from signing vendor sales agreements. Our terms and conditions governing a purchase may be found on the Purchase Order or in an enclosure. If a vendor requires its documentation to be signed, or if it is determined by the specifics involved that it is in the best interests of the university an authorized Purchasing Agent will sign for the university only after a properly executed purchase requisition is received. A copy of the agreement will be retained in Purchasing, Administrative and Campus Services.

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SPECIAL PROCUREMENT POLICIES

  • Personal Orders: Because of the tax-exempt status of the university, Purchasing, Administrative and Campus Services cannot issue Purchase Orders for personal purchases. Vendors who do business with Bentley are under no obligation to offer discounts to individuals of the university.
  • Capital Acquisitions and Projects: A capital item or project is defined as having a monetary value of at least $10,000 and a usable life span of at least two (2) years. All such purchases should be processed as a purchase requisition to Purchasing, Administrative and Campus Services only after a completed Project Authorization Form has been processed through the Budget Office. Levels of required authorization are defined by the specific functional effect and impact of any given capital item or project. A replacement, renovation, repair or enhancement costing less than $10,000 is considered an operating expenditure.

    Examples:
    1. Police Cruiser
    2. Outfitting a Conference Room
    3. Installing a Security Alarm System

  • Computer Hardware and Software Acquisitions: Budgeting for these types of items is centralized and managed by the Vice President for Information Technology. This requirement is intended to ensure continuity in our computer acquisitions relating to interface ability, standardization and support capabilities. Requests for computer hardware and software are to be submitted to Daniel Sheehan, Director of Client Service, at extension 2622 during the university's annual budget process.
  • Contracts: Contract documents must be reviewed and approved by Bentley's legal counsel, signed on behalf of the university by an authorized buyer of Purchasing, Administrative and Campus Services, and be substantiated by a Purchase Order. Departments must remit duly authorized purchase requisitions to Purchasing, Administrative and Campus Services for any such contract arrangements. Also in this category are certain items covered by supply, maintenance and services contracts. Original signed contracts exceeding $100,000 must be reviewed by the Vice President for Business and Finance, Treasurer and submitted to Purchasing, Administrative and Campus Services upon execution to be centralized and maintained on file.
  • Leases and Rentals: All forms of lease, lease-purchase, or rental agreements for the procurement of material or services must be signed on behalf of the university by an authorized buyer from Purchasing, Administrative and Campus Services. Regardless of the time period involved in these agreements, a formal Bentley Purchase Order will be issued. The issuing department should indicate whether it is a new or renewal agreement. The lease/rental agreement must accompany the requisition. Prior to accepting such agreements as submitted by the requisitioning department, Purchasing, Administrative and Campus Services will request that the Financial Operations Office perform an analysis to determine the economic soundness of whether the goods or services should be leased or purchased.

    Some of the factors which will be considered in making this determination are as follow:
    1. Title: Who retains title to equipment?
    2. Liability: Who is responsible if the equipment is stolen or damaged?
    3. Insurance: Does the vendor carry sufficient insurance on his/her employees when rendering services an/or is the equipment adequately insured?
    4. Maintenance: Are all maintenance costs included in the original cost of the lease or is the university responsible for maintaining the equipment at its own expense?
    5. Pay Back Period: If the university were to make an outright purchase, what is the payback period and what credits are accumulated in the event that a Lease Purchase Agreement is executed?

  • Temporary Help: Purchase Orders are not used to process requests for temporary help. Such requests should be directed to the Office of Human Resources.
  • Office Supplies: Bentley University has designated Office Depot as the official provider of Office Supplies. The Master Contract, which has been established, includes favorable pricing and service to the university. All product inquiries or orders should be managed on-line through Office Depot's Business Division at: https://bsd.officedepot.com. For more information regarding this program, contact Purchasing, Administrative and Campus Services at extension 3456.

    Office Supply Returns: To return an item contact the customer service department at 866-607-6790 with the order number and product number of the item(s) you are returning. The item(s) will be picked up by the route driver on the next delivery to your office.

  • Printing: The university operates an in-house Copy Center which may satisfy many departmental printing needs When the services of an outside printer are required the requisitioning department should contact the Marketing Communication Office. Purchase requisitions for outside printing services in which the product is intended for external distribution must be approved by Marketing Communication. In conjunction with Marketing Communication, Purchasing Administrative and Campus Services will screen potential vendors and maintain a list of viable printing resources. When individual purchase requisitions are received by Marketing Communication, vendor selection for a job will be made in accordance with normal purchasing policies. As required, originals of solicited quotes must accompany all requisitions. If the suggested vendor is not the lowest bidder, it is incumbent upon the requester to provide justification for recommending the vendor selected, with the respective purchase requisition and quotes.
  • Computerized and Continuous Forms: When a department needs to purchase continuous feed forms, they should contact the Manager of Systems and Network Operations at extension 2833. The manager will assist the user in determining form specifications and will coordinate the purchase of such forms.
  • Business Cards: Business card orders are placed online through the Marketing Communication Department on a Business Card Request Form. A Business Card Request Form must be completed each time a set of cards is ordered. Simply fill in the appropriate information and click on the submit button to send your order to the Marketing Communication Department.
  • Utilities: Purchases involving the use or installation of utilities (gas, water, electricity, or steam) which require the services of an engineer must be approved by the Facilities Management Department before a Purchase Order is issued. Questions regarding telephone installation and charges are to be directed to the Telecommunications Department at extension 2234.
  • Typewriter Repair and Inventory: Purchasing, Administrative and Campus Services has designated Corris Rental & Repair as the exclusive provider for typewriter repair and service. These services are provided on an 'as needed' basis and are the sole responsibility of the requesting department. To request service, contact Corris Rental & Repair at 781-894-9822. Payment should be made using the Bentley University Purchasing Card (MasterCard credit card). If you do not have a Bentley University Purchasing Card, please contact Purchasing, Administrative and Campus Services at extension 3456.
  • Copier Maintenance and Supplies: All departmental copiers are provided through a campus-wide contract, which includes service. When a copier requires service, please contact the Copy Center Operations Manager at extension 2571. If you need training to operate a copier in your area, contact Purchasing, Administrative and Campus Services at extension 3456. Copy paper may be ordered by contacting Tana Mahar of Office Depot at 508-843-4022. All orders placed by 3:00 PM will be delivered the next business day. Toner, developer and fuser oil are included in the campus-wide contract and are maintained by the contractor on campus. You may request these items by calling the Copy Center at extension 2571.
  • Food and Beverage Vending Machines: Purchasing, Administrative and Campus Services monitors all Food and Beverage Vending machines on campus. As such, any problems relating to machines on campus or other vending issues should be relayed to Purchasing, Administrative and Campus Services at extension 3456. Faculty and staff members as well as Graduate students, commuters and visitors may call the snack vendor, P&J's Vending, directly for a refund at (800) 694-8494. When calling P&J's Vending, please provide the machine number, location, description of item, amount of money lost on purchase and the date. In addition, the caller's name and address will be noted and a check will be mailed for compensation of the lost funds.
  • Surplus Assets: Purchasing, Administrative and Campus Services has been delegated responsibility for the ultimate disposition of surplus assets. In attempt to do so efficiently, they will be guided by various considerations, including alternate usage of defined surplus elsewhere on the campus. Each department is authorized to define the utility value of an item from their own prospective unit, but Purchasing, Administrative and Campus Services will determine any potential campus-wide value. As such, surplus items will first be considered for intra-campus reallocation. If this is not possible, disposition opportunities through resale, bartering, or donation will be explored prior to the outright disposal of such goods. It is incumbent upon each department to notify Purchasing, Administrative and Campus Services when an item has been deemed unusable due to obsolescence, disrepair or lack of functional need. In this event. Purchasing, Administrative and Campus Services will coordinate the removal of the item and proceed with the disposition as determined appropriate. Although accountability on an ongoing basis is the responsibility of department managers, the university requires a constant reconciliation to the general ledger. Purchasing, Administrative and Campus Services will be the median for this exercise, completing and submitting Material Disposition Forms as deemed necessary.

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SHIPPING AND RECEIVING

  • Contact Information: Materials and equipment ordered by the Bentley community are received and processed through the Shipping and Receiving Department. Items being shipped by the Bentley community are also processed through this department:

    Shipping & Receiving Department
    Bentley University
    450 Beaver Street
    Waltham, MA 02452-4705
    P: 781.891.2278
     

  • Receiving an Order: When a department submits a purchase requisition or places a Purchasing Card order directly, the SHIP TO address should include your Department, Building Codes, and Purchase Order Number when applicable.

    SHIP TO:
    Department Name
    Building Code and Room Number
    Purchase Order Number
    450 Beaver Street
    Waltham, MA 02452-4705

    This information tells the trucking company the exact shipping address, the Purchase Order number that the materials are charged to, and the internal destination of the materials. Once the materials have been received and are properly recorded against the Purchase Order, the Receiver will write the destination code on the materials and place the into the campus delivery system, which is delivered by the Building and Grounds or Mail Room personnel depending on the size of the material. On-campus deliveries are completed on a daily basis. One exception to this procedure involved computer hardware. As a rule, computer equipment for students is routed by Shipping and Receiving directly to Academic Computing Services (Library, Lower Level). Computer equipment for Faculty and Administrative staff is routed by the Shipping and Receiving Department directly to Client Services (Library, Lower Level). Computer equipment is inspected, the materials committed to inventory, and set up for departmental usage. This process is intended to insure that the computer equipment is properly inspected, delivered and installed for the ordering department.
     

  • Shipping Items Off Campus: If an item received is incorrect or damaged, the department should first notify the vendor and receive instructions to return item(s). The item(s) should then be returned to Shipping and Receiving via the same means of transportation that it was received (i.e. if the Grounds Department delivered the shipment initially, then a work order would be submitted to have the Grounds Department pick it up and return it to Shipping and Receiving. If the Mail Room delivered it to your department, arrange for the Mail Room to pick up the item for return.) The sender is responsible for all items until Shipping and Receiving has signed for receipt of the items. Once the items have been received by Shipping and Receiving, it will be shipped according to the instructions provided by the department.
  • Shipments to customers (outgoing)Packages which need to be shipped off-campus may be sent to Shipping and Receiving with a shipping label and cost center information. Shipping and Receiving will choose the most cost-efficient vendor for shipment. Frequently, this will be United Parcel Service (UPS). If UPS is not preferred, you can suggest a shipping company to the Shipping Clerk at the time you request shipping services. Charges for shipments will be back charged to the sending department. If the shipment is going to an international destination, the address must reflect the required mailing information applicable and applicable customs forms must be included in the package(s).
  • United Parcel Service (UPS): When an item is being returned via UPS, the original sender should be notified so that a Return Authorization Form can be requested. The package should then be sent to Shipping and Receiving to be returned to the appropriate vendor. There is no charge to the department for such shipments. Once again, all materials should be properly labeled for shipment. To ship out to a customer via UPS, refer to the section above on Shipments to Customers. The department will be charged back for the shipment using the normal charge back procedures.
  • Personal Shipments: Due to volume and security issues, incoming and outgoing shipments of personal items are not accommodated by the university. Please do not arrange to have such items delivered to the university's address. In turn, the university assumes no liability for receiving or delivering such items if sent to the campus.

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