Welcome to Purchasing and Accounts Payable

The Purchasing and Accounts Payable Departmental objectives are to maintain a proficient understanding of the Institution and University Purchasing policies. We maintain accuracy, reliability and communication with Divisions across campus concerning Purchasing and Accounts Payable procedures. To ensure prompt payment to vendors and assist Divisions with all their purchasing needs.

Administrative Information Resource System

Purchasing Resources

• Inventory Policy and Procedures

  Oklahoma State University – Oklahoma City has established policy and procedures for the inventory and disposal of property. The purpose of the policy is to provide each office with consistency across campus.

  New Inventory Items

  Inventory of newly acquired items includes, but is not limited to:

   

  • Computers and computer components
  • Laptops
  • Audio Visual Equipment
  • Digital Cameras*
  • Office Equipment – printers, scanners, copiers, fax machines, etc.
  • Grounds, Shop or Housekeeping Equipment
  • Classroom Equipment
  • Kitchen/Cafeteria Equipment
  • Printing/Mailroom Equipment
  • Software

  Any item(s) purchased from the above list exceeding $500 or considered a high profile* item will be placed on inventory and have the appropriate OSU-Oklahoma City inventory tag applied. Items exceeding the $5,000 threshold or considered high profile* will be placed on Stillwater’s Inventory records as well and have the appropriate Stillwater inventory tag applied once they are received.

   

  Please note: in the event an item is purchased that does not specifically fall into one of the categories above, the Office of Budget and Finance will determine if the item is to be tagged.

  Disposal of Inventory Items

  The following guidelines have been established to ensure efficiency in disposal of inventory. All disposal requests are to follow the subsequent guidelines:

   

  1. Prepare Inventory Disposal form, which includes the specific item(s) to be disposed of, Serial Number(s), Asset Tag number if applicable, and the current location and submit to the Inventory Clerk in the Office of Budget and Finance for processing.
  2. If disposing of a data storage device, i.e. diskettes, CDs, thumb drives, CPUs, servers; prepare Decommissioning form to have those items decommissioned by IT.
  3. Once the inventory disposal form has been completed it will forwarded to the appropriate department for final signatures.
  4. The approved Inventory Disposal form is then submitted to the Inventory Clerk in the Office of Budget and Finance for final approval and scheduling of item pick-up.

  If you have any questions concerning inventory or disposal requests, please contact Sharon FItzpatrick at x292.

   

  Resources

  • Inventory Disposal Form
  • Decommissioning Form
  • Inventory Transfer Form
• Pcard Resources
   

  • Oklahoma Tax Commission Exempt Letter Sales Tax
  • Conference Early Bird Form
  • PCard Application
  • PCard Change Form
  • Pcard Correction Form
  • Pcard Deletion Form
  • Pcard Guidelines 2023
  • OSU-OKC Pcard Training 2023
• Shredding/Recycling

  OSU-Oklahoma City is partnering with Shred-it to shred and recycle all paper on campus. Shred-it is currently the world’s leading document shredding and recycling company.

   

  Due to a privacy act and many other compliance acts regulated by the government, all paper should be placed in Shred-it consoles and not discarded into regular trashcans. You will no longer have to decide if documents are confidential or non-confidential – all paper will be placed into consoles.

   

  Shred-it consoles will be placed in office areas across campus for all employees in coming weeks.

  Shred-it customer service representatives who have undergone extensive background checks will collect the console’s contents once a month.

   

  Environmental responsibility is integral to Shred-it. In 2008, Shred-it’s recycling program saved more than nine million trees. For every two consoles filled with paper, one tree is saved through recycling efforts.

   

  The environmental benefits of Shred-it’s eco-friendly document destruction and recycling program are far-reaching. In addition to saving trees, every ton of recycled paper uses 64% less energy, 50% less water and causes 74% less air pollution.

  At the end of the year, OSU-OKC will receive an Environmental Certificate detailing the positive recycling impact the relationship with Shred-it has had on the environment.

   

  Shred-it will also be hosting a community shred event on campus once a year at no cost to OSU-OKC.

• Purchasing Forms
  • Account code expense listing
  • Budget Pool Ranges
  • Clothing and-or Uniforms Provided to Employees Policy
  • Clothing and-or Uniforms Request for Determination of Taxability for current FY year
  • Determination of Independent Contractor Status
  • Purchasing Request New Form – All Vendors
  • New Vendor Form - OKCorral
  • Oklahoma Tax Commission Exempt Letter Sales Tax
  • Ratification Unauthorized Commitment
  • Request for Exception - Goods / Items to be Shipped to a Non-University Address
  • Retroactive Cost Transfer Cost Form
• Rental, Maintenance and Software License Agreements

  Rental and Lease Agreements

  Agreements to rent or lease equipment shall be established through the competitive bid procedure, except when the annual cost is $1499.00 or less, then a formal quote is required.

  • The Division Head is responsible for determining the necessity of any contractual agreement that provides for rental and lease of equipment.
  • Current rental/lease contracts end June 30, 20xx. In order to begin the next fiscal year, the vendor must complete a contract extension and equipment list. The completed forms are attached to a requisition and sent to purchasing for issuing of the receiving report.
  • Any new rental/lease contract must be initiated with a purchase request and forwarded on to the approving Vice-President along with a technical specification for the required equipment. The purchase request should indicate rental or lease, terms of the agreement and the estimated cost for the year. A requisition is typed and forwarded on to Purchasing with any supporting documents.
  • Competitive bids will be obtained by the Purchasing Department the first year, with options to renew for the second and subsequent years, if applicable. A formal quotation can be obtained for rental or lease with an estimated cost of $1,500 or less for the year.
  • A purchase order will be issued to the successful bidder and all required formal lease agreements will be on forms acceptable to or provided by the University. Department personnel are not authorized to sign rental/lease agreements, only agreements signed by the Director of Purchasing will be valid and binding. The beginning of the next fiscal year awards, the vendor must sign an equipment list and contract extension. 
  • Payment will be processed either monthly, quarterly in the arrears.

  Software License Agreements

  Agreements for computer software shall be processed similarly to equipment rental/lease agreements.

  • All software agreements shall be routed with a requisition to the Purchasing Department where they will be reviewed and, when appropriate sent to University Legal Counsel for approval.
  • All agreements shall be signed by the Director of Purchasing. Departmental personnel are not authorized to sign software agreements.
  • Payment is generally made after receipt of acceptable signed agreements and the software.
  • Annual renewals shall be accomplished by submission of a requisition accompanied by a copy of the renewal notice.

  Rental or Lease of Land or Building Space

  Board of Regent's advance approval is required for rental or lease of buildings, space, or land when the consideration is greater than $3,000 per year or the duration is greater than three years. The President of OSU is authorized to execute agreements for lesser amounts. The agreements must be attached to a requisition and forwarded to the President's Office for signature before a purchase order will be released to the vendor.

   

  Maintenance Agreements

  Maintenance agreements shall be established through the competitive bid procedure, except when the annual cost is $1499.00 or less, then a formal quote is required.

  • The Division Head is responsible for determining the necessity of any contractual agreement that provides maintenance service for departmental equipment.
  • Current maintenance contracts end June 30, 20xx. In order to begin the next fiscal year, the vendor must complete a contract extension and equipment list. The completed forms are attached to a requisition and sent to purchasing for issuing of the receiving report.
  • Any new maintenance contract must be initiated with a purchase request and forward on to the approving Vice-President along with any specifications for the required equipment. The purchase request should indicate maintenance, terms of the maintenance agreement and the estimated cost for the year. A requisition is typed and forwarded on to Purchasing with any supporting documents.
  • Competitive bids will be obtained by the Purchasing Department the first year, with options to renew for the second and subsequent years, if applicable. A formal quotation can be obtained for maintenance contracts with an estimated cost of $1,500 or less for the year.
  • A purchase order will be issued to the successful bidder and all required formal lease agreements will be on forms acceptable to or provided by the University. Department personnel are not authorized to sign maintenance agreements, only agreements signed by the Director of Purchasing will be valid and binding. The beginning of the next fiscal year awards, the vendor must sign an equipment list and contract extension. 
  • Payment will be processed either monthly, quarterly in the arrears.

Fraudulent Purchase Order Email Activity

Staff Information

Sharon Fitzpatrick
Director, Purchasing
(405) 945-3292
sharon.fitzpatrick@okstate.edu

Charity Kitchens
Procurement Program Specialist
(405) 945-3299
charity.kitchens@okstate.edu

Kim Freeman
Purchasing Coordinator
(405) 945-8614
kimberly.freeman@okstate.edu

Tamra Raymond
Purchasing Assistant/Accounts Payable/Travel
(405) 945-3348
tamra.raymond@okstate.edu