COVID-19 Information

Purchasing Office Hours - by appointment only.  Email purchasing@pacificu.edu to request an in office appointment. 

Mondays 8am-2pm - remote access only - email purchasing@pacificu.edu

Tuesdays 8am-2pm

Wednesdays 8am-5pm (closed 12-1pm)

Thursdays 8am-5pm (closed 12-1pm)

Fridays 8am-5pm - remote access only - email purchasing@pacificu.edu

 

Thank you for your patience as we adapt to current working conditions.

Please direct inquiries any questions for Accounts Payable to accountspayable@pacificu.edu and for Purchasing to purchasing@pacificu.edu.

Purchasing

Operations during COVID-19 Restrictions

To meet deadlines, process invoices, reimbursements, and PO’s/BPO’s you currently have two options.

Send your Documents Electronically

This option is temporary due to COVID-19, and this method is preferred at this time. If choosing this option, the payee must include the following statement with their emailed/scanned receipts:

Due to the COVID-19 restrictions I’m scanning my original receipt/s for reimbursement to my school’s budget authority. I have written on each receipt “scanned for reimbursement”. I attest that I will not submit these originals again at a later date.  Once I verify receipt of the funds I will shred the original receipts.

Purchasing will accept scanned copies of receipts with DocuSign budget approval. The budget authority should scan the requests to purchasing@pacificu.edu. Please ensure that the packet is complete and legible. Do not overlap receipts— the full receipt/invoice must be viewable for auditing.

Please note: A live signature is required on reimbursement requests when the payee has direct deposit. However, if the payee is unable to sign the request they need to acknowledge in their email that they understand the funds will be direct deposited. Remember: Payroll and Accounts Payable direct deposits are separate systems.

Deliver Requests to the Mail Room

Mail Services is located in the UC on the lower level. There is a mail slot to the left of the main entrance to the mail room. The building is locked so you’ll need your Boxer Card to access the building. Please refrain from calling CPS as their time should be reserved for emergencies.   

No Change to Deadlines

Our deadlines remain the same: Requests are due by 5 p.m. on Monday for the check run that week. We hope to keep to a Thursday check run but the run on March 26, 2020 may be delayed to Friday. Accounts Payable will not hold checks for pick up until further notice. Payments will be sent by direct deposit for those currently signed up or mailed to an off campus address.  Make sure all requests have a complete address.  If no address is included on the form, Accounts Payable will mail to the home address on record (sorry no UC boxes). AP will no longer be sending the blue secure bag to the Hillsboro campus.


Overview of Services

Purchasing Policies & Procedures (pdf)

The Purchasing Policies and Procedures manual above provides an overview of services offered by the Purchasing Department. More information specific to PCards, Purchase Orders, Capital Equipment, and vendors can be found below. 


 

Purchasing Card

Purchasing Card Manual (pdf)

Purchasing Card (PCard) forms: 

PC-1 Participation Agreement (pdf)
PC-2 Missing Receipt Form (pdf)
PC-3 Reconciliation Form (Excel)
PC-4 Dispute Form (pdf)
PC-5 Gift Card Acknowledgement form (pdf)
PC-6 Award - Prize form (pdf)

 

Purchase Orders/Requisitions

Purchase Requisition Instructions (pdf)
Purchase Requisition Form (pdf)
Online Requisition procedure (pdf)

 

Capital Equipment

Fixed Asset Disposition Form (pdf)
Fixed Asset Worksheet (pdf)

 

Contractual Services

Furniture — Standards

 

Fiscal Year End Deadlines

FY 2019-2020 Year End Deadlines

FY 2019-20 Year-End Calendar

 

Grants & Sponsored Research

Allowable Costs - Grants (pdf)
Unallowable Costs - Grants (pdf)
Guideline for Grant Cost Transfers (pdf)

 

Contact Us

General Contact | Fax 503-352-2904 | purchasing@pacificu.edu

Tracy Losli | Purchasing Manager
503-352-2275 | tracylosli@pacificu.edu

Tana Spiering | Senior Purchasing Assistant
503-352-2265| tana.s@pacificu.edu

 

Office Information

Mailing Address | Purchasing, 2043 College Way, Forest Grove, OR 97116

Location | Purchasing is located in Scott Hall, Rm 206R

Office Hours | Monday through Friday | 8:00 a.m. to 5:00 p.m.  **Please see above for COVID-19 hours**

Toll Free | 877-PAC-UNIV (ask for ext. 2275)