Procurement Services

Frequently Asked Questions

1. Q: Is this on State Contract?
   A: Go to http://www.dfa.state.ms.us/Purchasing/epl_query.htm.
   
   
2. Q: Do I have to buy office supplies from the Bookstore? I can buy it so much cheaper off campus.
   A: Office supplies are on State Contract and can be purchased from the Bookstore or State Contract Vendor with a minimum of $50.
   
   
3. Q: How much can I buy before I have to get written quotes or how much before we have to advertise for bids?
   A: $5,000 to $25,000 requires two written quotes. Over $25,000 has to be advertised and submitted by bids. State law requires this.
   
   
4. Q: I have an invoice; what do I do with it?
   A: Make sure the purchase order number is on the invoice and send it to Accounts Payable.
   
   
5. Q: Which form do I use? requisition, remittance voucher, travel voucher, petty cash, etc.
   A: Refer to Account Chartfields designated by the Controller's Office found at http://www.usm.edu/controllersoffice/forms.html or Call Purchasing at 266-4131.
   
   
6. Q: Can I pay for this and get reimbursed?
   A: Yes, in most cases up to $50 on petty cash. This type of purchase requires payment of sales tax which cost the University more.
   
   
7. Q: Why do we have to bid this item?
   A: State law requirement.
   
   
8. Q: Why do we have to get approval from State Purchasing?
   A: State law requirement.
   
   
9. Q: Why do we need a letter from the department for sole source items?
   A: This is a requirement by the State Purchasing Office.
   
   
10. Q: What account codes do we use?
    A: Call Purchasing at 266-4131.
    
    
11. Q: Can I charge this to next year's budget?
    A: Only if it applies to next year with the approval of Financial Affairs.
    
    
12. Q: Can I have this delivered directly to me?
    A: No, you need to go through Receiving for control purposes.
    
    
13. Q: Can I get the purchase order today and go pick up the item?
    A: Call Purchasing at 266-4131 to schedule a time to pick up a hard-copy purchase order.
    
    
14. Q: May I fax my requisition to the vendor?
    A: No, the requisition is not to be used as a purchase order.
    
    
15. Q: Will you fax the purchase order for me?
    A: Only if an emergency.
    
    
16. Q: Why can't I split orders when it's for two different items or jobs?
    A: State law will not allow it.
    
    
17. Q: How can I buy answering machines, telephones, etc?
    A: Get prior approval from Telecommunications and submit on a requisition to Purchasing.
    
    
18. Q: Is it legal to buy coffee pots, microwaves, refrigerators, etc?
    A: Yes, if they are used in faculty/staff break rooms.