COVID-19 Information

Purchasing In Office Hours

Monday-Friday 8am-5pm  

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

Purchasing

**NEW** Gifts, Awards, and Prizes Policy effective July 1, 2022

Date Approved Mar. 1, 2022

Number POL-BUS4302  Gifts, Awards, and Prizes Policy  Gift, Award or Prize Form  POL-BUS4302 FAQ's

This policy is intended to clarify the University’s expectations and requirements regarding purchasing gifts, gift cards, awards, and prizes utilizing university and student funds.  In addition, this policy outlines when gifts, gift cards, awards, and prizes may be appropriate, the proper procedure for submitting recipient information, the corresponding tax treatment, and to help prevent any potential fraud or misuse of university resources. 

This policy applies to all Pacific University employees, students, and non-employees associated with the University.

The policy is approved as of 3/1/22 but will have a grace period for potential consequences or sanctions for violation of the policy until 7/1/22. 

PUNID Required to view policy. 

 

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

Send your Documents Electronically

This method is preferred at this time.

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 your Documentation to the Purchasing Lock Box

Outside of the purchasing office - we are located in Scott Hall Room 201 - is a locked mailbox.  You may place your items for purchasing in this box.  The box will be checked daily Mon-Friday.

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.  Please refrain from calling CPS as their time should be reserved for emergencies.   

 


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)  **Revised 7/1/2022**

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)

Gift, Award or Prize Policy (pdf)

Gift, Award or Prize forms:

POL-BUS4302 Frequently Asked Questions
Multiple Gift Card Excel Spreadsheet Template
Gift, Award or Prize Form (pdf) 

Instructions for Gift, Award or Prize Form

 

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

            Shredding Change Form  Please use this form for any shredding change requests and submit to purchasing@pacificu.edu

Furniture — Standards

Home Office Equipment Instructions & Request Form (pdf)

Contacts:

Office Depot - Eric Bell - 415-254-5227 phone - eric.bell@workspaceinteriorsod.com

J. Thayer & Company - Tony Hanauska - 503-684-7874 phone - tonyh@jthayer.com

 

Fiscal Year End Deadlines

FY 2021-2022 Year End Deadlines

FY 2021-22 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 | Scott Hall, Room 201  

Office Hours | Monday through Friday | 8:00 a.m. to 5:00 p.m. 

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