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 firstname.lastname@example.org. 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.
Overview of Services
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 Manual (pdf)
Purchasing Card (PCard) forms:
Shred Northwest: Shredding - contact email@example.com for all information
- Sierra Springs: Bottled Water/Coffee
- J Thayer: Office Supplies/Furniture
- Office Depot: Office Supplies/Furniture
- Multipurpose Machines (Copiers)
- Copy Machine Procedure (pdf)
Furniture — Standards
Office Depot - Eric Bell - 415-254-5227 phone - firstname.lastname@example.org
J. Thayer & Company - Tony Hanauska - 503-684-7874 phone - email@example.com
Fiscal Year End Deadlines
Grants & Sponsored Research
General Contact | Fax 503-352-2904 | firstname.lastname@example.org
Tracy Losli | Purchasing Manager
503-352-2275 | email@example.com
Tana Spiering | Senior Purchasing Assistant
Mailing Address | Purchasing, 2043 College Way, Forest Grove, OR 97116
Location | Purchasing is located in Scott Hall, Rm 201 **new address as of 7/1/21**
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)