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Policies and Procedures

APPM

2.2.2. Off-Campus Deliveries

Administrative Responsibility:   Associate Vice President for Business Services / Procurement

PURPOSE

This policy section outlines the process for an exception to policy 2.1, requiring all deliveries to be made either to Central Receiving or directly to a Department within a campus building. 

SCOPE

This Policy applies to any WSU employee who wishes to have a purchase delivered to an off-campus location, including a home address or a non-Wayne State business or institution.  This policy includes the acquisition by the requisitioning/purchase order (PO) process and by Procard.

DEFINITIONS

The following are terms and definitions of some commonly used terms in preparation for a Requisition:

WayneBuy

The University branded name for the cloud-based eProcurement system, used for both the Requisitioning / PO process and for the Direct Payment Request (DPR) process. 

 

FOAPAL

The acronym used for the Banner account structure for the University.  The unabbreviated names are Fund / Organization / Account / Program / Activity / Location.

POLICY

Unless approved in advance, all deliveries of supplies and equipment must be made either to Central Receiving or directly to a Department at a University address.   This includes the main campus and the extension centers, such as the Advanced Technology Education Center (ATEC), Macomb Education Center (MEC), or the Schoolcraft Center.  Exceptions are granted on a case-by-case basis and must be approved by a Procurement team member.  Each request for an exception must include the underlying reason for the off-campus delivery and must be approved by the requesting department's business affairs officer (BAO) or department head.  The request must also specify where the delivery is to be made and whether the delivery is to another organization or to a private residence. 

Requisition/PO requests can be emailed and submitted to the Associate Director or Associate Vice President of Procurement.  When the request pertains to a PO-based order, once Procurement approves the request, a temporary delivery address will be added to WayneBuy.  When an order is entered, this address will be available for selection by the requesting department.  Procard requests can be emailed and submitted to the Procard Coordinator or Associate Vice President of Procurement. 

Whether the exception is a PO-based or Procard order, a copy of the approval must be uploaded to the transaction for audit trail purposes.

PROCEDURE

Responsibility 

 

Action

Department
  1. Obtain approval for the request by the department's BAO or Department Head
  2. Email the Associate Director or Associate Vice President of Procurement requesting an exception to the policy requiring on-campus deliveries only.
  3. Include the underlying reason for the request and the specific address where supplies or equipment will be delivered.
  4. Keep a record of an approved request for uploading to the transaction (WayneBuy Requisition support or Procard Transaction Management System (PTMS)).
  5. For all PO-related deliveries, it is critical that an accurate record of the receipt is entered into WayneBuy.  Any shipping or delivery discrepancies must be reported to Procurement immediately, as the Uniform Commercial Code limits the timeframe in which the University can make a claim.

  

PASS
  1. Review and approve or disapprove the exception request.
  2. If approved, add the address in WayneBuy and Banner under the STF series.  The address code must be identical in both systems
  3. To allow time for processing, approximately two weeks after the one-time address is entered, inactivate the address unless/until any subsequent exception request is approved.

 

APPENDICES

N / A

RELATED UNIVERSITY/BOARD POLICIES

N / A              

Effective Date: 6/30/2020

Revised Date: 6/30/2020

Reviewed Date: 6/30/2020

To be reviewed, at minimum, every three years and/or revised as needed by:  Associate Vice President for Business Services / Procurement

Next Review By Date: 6/1/2023

SUPERSEDES POLICY

N / A

HISTORICAL DATES

6/30/2023