Frequently Asked Questions (FAQ)
Below is a listing of commonly asked questions about the function of University Procurement and Business Services (UPBS).
| Q. How does a person order goods and services for their department? |
| A. The online transaction must be completed using ESM Purchase. |
| Q. Can a department sign a contract or agreement for services for Kean University? |
| A. No. The authority to sign contracts and agreements has been delegated to University Procurement and Business Services. All contracts should be forwarded to Assistant Counsel for legal review. Please see Kean University Operating Rules and Procedures for Contracts. |
| Q. Can I be personally liable for purchasing goods without completing the online transaction? |
| A. Yes. The University can hold an individual personally liable for unauthorized orders. Kean University makes payment of invoices for authorized purchase orders only. |
| Q. A department needs to order something quickly, it is a low dollar amount and not subject to any restrictions, what does the department do? |
| A. Enter a transaction online in ESM Purchase. |
| Q. How do I process an order that needs prepayment? |
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A. Prepayment is issued when the payment must be mailed along with the requisition. Examples of prepayments are membership and subscriptions. Complete an online transaction in ESM Purchase, attach all payment documents (ie. invoice, subscription or membership form) to internal attachments, and make a request to prepay in internal notes. Once the purchase order is created and accepted in the online system, the department must follow-up with Accounts Payable to process the request. |
| Q. Who processes supplier invoices for payment? |
| A. Invoices are processed by Accounts Payable. |
| Q. Can a department get their own quotation? |
| A. Departments are responsible for obtaining quotes. |
| Q. Can departments share bid information with the suppliers? |
| A. No. All bid information must be distributed by University Procurement and Business Services. |
| Q. Can departments use University funds for flowers, funerals, births and other items? How about farewell parties, Secretaries’ Day? |
| A. No. University budgets are not authorized for these purposes which are considered personal expenses. University funds are only authorized for official university business. |
| Q. How do departments dispose of computer equipment they no longer need? |
| A. Contact the Office of Computer & Information Services. |
| Q. A department needs to make travel arrangements, what do they do? |
| A. For charter bus service contact University Procurement and Business Services at Ext. 75050. For other travel services contact the CFO's office. |
| Q. A supplier has questioned a department about the University’s tax exempt status. What should I do? |
| A. By state law, Kean University is tax exempt. Forward all inquiries to the Office of Treasury Management and Accounting. |
| Q. What is a Blanket Purchase Order? |
| A. Blanket Purchase Orders enable University departments to purchase services or licenses with a single order in place of multiple orders. Blanket orders may be issued to suppliers after the conditions of a contract have been established by University Purchasing. |
| Q. What are state contracts? |
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A. The State of New Jersey Purchase Bureau competitively bids and awards contracts for a variety of goods and services. The University has the option to utilize these contracts when advantageous. Frequently, when large quantities are purchased with a single transaction, the competitive bid process will be used. UPBS makes the final determination regarding using a state contract or using the bid process. |
| Q. What should I do if I'm not satisfied with a supplier's performance? |
| A. Unsatisfactory supplier performance should be put in writing and forwarded to UPBS as soon as it occurs. |
| Q. What should I do when I cannot resolve a dispute with a supplier? |
| A. Notify UPBS. |
| Q. How does a new supplier become registered with the University? |
| A. Please visit the Vendors page. |