Mission & Vision
Purchasing strives to support the mission of the University by managing the effective and efficient procurement of quality products and services at the best value from reputable vendors. We will achieve this through outstanding customer service, first-rate supply chain management, and ongoing streamlining of processes while maintaining integrity and adherence to University Policies, Procedures, and Government regulations and standards.
Purchasing Policy Overview
The limits and methods required for individual procurements under the University Purchasing Policy are summarized here. The amounts are before taxes. This policy does not cover renovation or construction work conducted by the University Facility Services Department, as this work is governed by the Procurement Policy.
- Purchases up to $2,500: Use Purchasing Card or Issue a Purchase Order. There is no requirement to get a competitive bid.
- Purchases from $2,501 to $10,000: Issue a Purchase Order. With support from Procurement Staff, obtain a minimum of 1 written quote*.
- Purchases from $10,001 to $100,000: Issue a Purchase Order. Procurement Staff will obtain a minimum of 3 written quotes on your behalf.**
- Purchases over $100,000: Issue a Purchase Order. A public RFP process is required. Contact Procurement Office as far in advance as possible.***
* Orders above $2,500 require a minimum of one written quote from the proposed supplier unless otherwise specified for a research grant, where the external funding agency purchasing requirements shall take precedence.
** Orders above $10,000 will require a competitive bid process to be followed unless it is an allowable exception to this policy or a sole source supplier claim is submitted for approval. This process will ensure the University gains the best value within the context of the legal and purchasing directive and that it is practicing an open and fair business policy. In the case of sole source procurement, Purchasing will obtain a formal quotation from the requested supplier.
*** Orders above $100,000 will require adherence to the Major Acquisitions Policy.
Credit Card Programs
The University has two credit card programs (Purchasing Card and Travel Card) that Purchasing is responsible for administering. Scotiabank is the VISA provider for both card programs. These credit card programs offer a convenient alternative to the existing payment processes and provide an efficient method of procuring University-related business goods and services. These programs have been designed to meet the needs of end users, as well as those of the University. Finance Essentials: Understanding Our Credit Card Programs provides participants with detailed information on how the University's Credit Card Programs work, including how to purchase goods and services, how to procure business travel-related expenses, and how to process and manage transactions incurred. For more information, contact Patty Burnett, Credit Card Coordinator at Ext. 2085.
- The University Purchasing Visa Credit Card Program provides University end users a method to procure and pay for low-value items without having to involve the Procurement Department.
- The University pays these charges on behalf of cardholders on a monthly basis. The Purchasing Card limit is $2,825 per transaction (including taxes) with a limit of $10,000 per month.
- Cardholders are responsible to ensure all requirements are being followed when utilizing this card. As part of the Cardholder Agreement that is signed prior to card issuance, cardholders accept responsibility for the protection and proper use of the credit card and are expected to comply with all procedures to protect University assets. The Purchasing Card is to be used only for purchases related to University business. Use of the card for personal purchases is strictly prohibited and cardholders may be subject to disciplinary actions.
- Cardholders should reconcile receipts to transactions regularly. Original receipts should be stapled to the statement and filed chronologically. For audit purposes, all receipts must be kept by the cardholder for 7 years.
Billing Process for University Purchasing Card Program
- A consolidated credit statement complete with individual details will be sent to cardholders, as well as Purchasing
- Transactions made on the card are uploaded from the bank once per month to the University Financial Information System (FIS) and charged to cardholder’s applicable account
- Individual cardholders have the option to reassign accounts for expenditures prior to this upload. For more information, refer to the Manual for CentreSuite Pcards
- All balances will be paid by Purchasing to the bank within the required deadlines to avoid interest penalties
- In cases where there are disputes over credit card purchases, cardholders are responsible to complete and submit a Scotiabank Commerce Card Dispute Form. Cardholders should first attempt to resolve any disputed charges with suppliers prior to contacting the bank. Any credit forthcoming will be credited to the cardholders account once the credit has been processed.
- Cardholders can log in to CentreSuite to view their statements on the 16th of each month before the statement is emailed
Additional Purchasing Card Information and Forms can be found here.
The University offers the Travel Card Program to assist individuals with a convenient method to pay for University-related business travel expenses such as airfare, hotels, car rentals, meals, etc. The monthly transaction limit on a Travel Card is $15,000. Per the University Travel Policy, the cardholder is responsible to submit a travel expense form to Accounts Payable for reimbursement. The advantage of the Travel Card is that reimbursement on travel expenses can occur before travel occurs. Where personal credit cards are used, reimbursement of travel expenditures will occur post travel.
Like the University Purchasing Card Program, participation in the Travel Card Program is a convenience that carries specific cardholder responsibilities to ensure that all Program requirements are being followed. Cardholders accept responsibility for the protection and proper use of the credit card and are expected to comply with all internal control procedures in order to protect University assets.
Travel Cards are strictly for business travel related expenditures and are not to be used for personal nature. Unauthorized use of the card could be considered an improper use of University funds, which could result in disciplinary action.
All charges are due and payable by the cardholder in full immediately upon receipt of the cardholder’s monthly statement. In the event that charges are not paid in full by the required due date, finance charges will be applied and the delinquency process will be initiated.
Billing Process for University Travel Card Program
- A consolidated credit card statement, complete with individual details, will be e-mailed to the cardholder on a monthly basis 3 business days after the 15th
- The credit card cycle runs from the 16th of the prior month through the 15th of the current month
- Cardholders are responsible to reconcile statements and make full payment on balance owing upon receipt of statement
- Payment Options for your Travel Card include the Quick Remit Payment Option or payment online with your own bank.
- Past Due Accounts - please check your account activity in CentreSuite to avoid past due accounts. Note: Your Travel card can be blocked from usage if you have a past due amount of more than 90 days.
Additional Travel Card Information and Forms can be found here.
Additional Via Rail discount information
Per policy, a University of Windsor employee must book the travel and accompany the person(s) traveling same day and time.
VIA Rail Corporate Fares for University of Windsor
Preferred Vendor Agreement
The University has preferred vendor agreements for commodities to ensure best value and service are obtained. Users are encouraged to use these agreements prior to executing purchasing decisions on items that they cover.
The University has negotiated an agreement with Brinks for the pickup of cash floats on campus. Campus end users are asked to contact Purchasing to coordinate the necessary arrangements with Brinks.
The preferred supplier of copy paper for the University is Grand and Toy. This agreement has been negotiated through OECM and is available for all University departments. To arrange for delivery of copy paper, end users should order on your purchasing card. Contact Brian Houston to set up an account: firstname.lastname@example.org
The University has agreements in place for Courier Services including Canada Post, DHL, FedEx and Purolator.
Monarch Basics is the University’s preferred supplier of office products and supplies. They offer reduced pricing on products and supplies with fast, efficient delivery to University locations. They offer online ordering from their catalogue that can be accessed at Monarch Basics. For more information, please contact Patty Burnett in Purchasing at ext. 2085.
Photocopiers / Printers
The University has negotiated specialized “fleet” pricing for photocopier and printer equipment with Compugen. Tri-County Copiers is the local authorized service supplier for all Xerox equipment. In the event that a photocopier or printer is required by a department, users are asked to contact Purchasing to make the necessary arrangements for the purchase and installation of this equipment. Read the Compugen Memo for more information.
Shred-it has been selected as the University’s preferred vendor for all shredding services on campus. This service and the associated contract allows for two types of shredding services:
1. Storage Consoles. These consoles are delivered and housed at various campus locations. Contents are picked up and shredded on a set schedule to which a negotiated flat rate per pick-up will apply. There are 3 sizes of consoles available.
2. Bulk Shred Situations. Pick-up of material for periodic bulk shred situations (i.e. banker’s boxes). A negotiated flat rate per box applies. To arrange for a bulk shred, users can contact Shred-it to arrange a mutually agreeable pick-up time. All charges for shredding services should be paid via the University Visa Purchasing Credit Card.
Printers Plus is the preferred supplier for toner cartridges. They offer convenient online ordering, delivery to campus locations and old cartridge recycling credits. Further information can be found at Printers Plus www.printersplus.net
CAUBO Preferred Vendors
The University community through its relationship with CAUBO (Canadian Association of Business Officers), is entitled to utilize preferred vendor agreements that have been negotiated by the National Procurement Council. Departmental end users are encouraged to review and consider these agreements when purchasing these types of services
CAUBO Vendor Agreements
Armstrong International Movers - Moving / Relocation Services
Armstrong International CAUBO Agreement Link
DHL Express - Courier Service
DHL Express CAUBO Agreement Link
Premiere Van Lines - Moving/Relocation Services
Premiere Van Lines CAUBO Agreement Link
Purolator - Courier Service
Purolator CAUBO Agreement Link
Thompson, Ahern - Customs Clearance
Thompson, Ahern CAUBO Agreement Link
UPS Customs - Clearance
UPS CAUBO Agreement Link
CAUBO agreements have been established for the supply of domestic and international courier services with the following two vendors:
- US Courier Delivery
- Worldwide Courier Delivery
Customization of service offerings to meet end user requirements can be negotiated with both vendors by CAUBO members. Additional information on these agreements can be found at CAUBO Courier Agreements.
In the event that the University Customs Department is not able to handle a customs related request, users can consider CAUBO agreements for the supply of both Canadian and U.S. Customs Brokerage services as well as distribution/consolidations services with either the following vendors: Thompson, Ahern and UPS.
Household and Commercial Moving Services
Traditional moving services include but are not limited to packing, unpacking, crating, warehousing services, coordination of third party services such as automobile, plant and pet transport, appliance disconnection and reconnection and other similar services. CAUBO has agreements with the following suppliers: Armstrong International and Premiere Van Lines.
CAUBO has negotiated special rates for Household and Commercial Moving Services as well as special rates for Relocation Services. These agreements provide moving and storage services, at the contracted CAUBO rates, to the CAUBO Regular Members and College and University Subscriber Members and their respective employees. Traditional moving services include but are not limited to packing, unpacking, crating, warehousing services, coordination of third party services such as automobile, plant and pet transport, appliance disconnection and reconnection and other similar services.
Relocation services are complementary services often required in conjunction with a move including but not limited to home sale / lease assistance, home marketing, vacant property maintenance and management, lease cancellation, rental finding assistance, financial services, settling in services, cultural training and career connections.
CAUBO has an exclusive agreement with Premiere Van Lines for relocation services. Premiere Van Lines has partnered with Royal LePage Relocation Services to offer CAUBO’s institutional members and their relocating families with a true “one stop” approach to relocation. Additional information can be found at CAUBO Moving/Relocation Agreements.
The University maintains a storage area on campus for furniture and equipment that has been surplused by a department. Items in this area are available to other departments on a first come first serve basis. Departments can request to view items in Furniture Stores by contacting: Patty Burnett email@example.com or x.2085.
Disposals and Returns
Disposal of Obsolete/Surplus Items
Purchasing should be informed of any items, regardless of value, that are no longer required such that University capital asset records can be updated accordingly and where possible the items can be redistributed to other departments, sold, donated, or scrapped. These items can include computers, furniture and other equipment that may have some value to another end user on campus. It is important that disposal of University assets, regardless of value, must be processed through Purchasing in order to ensure that the University community is made aware of the availability and possible utility of the assets in the event that a transfer might be possible.
All physical assets, including furnishings and equipment, donated to or purchased by the University, regardless of funding source (i.e. operating, grant, etc.) are the property of the University. These assets do not belong to any individual person, department or faculty, and may be claimed or reassigned by the University, as it deems necessary.
The first step in the disposal process is for end users to complete a Surplus Materials Form which can be found at Surplus Materials Form. Once complete, this form should be forwarded to Purchasing.
If the item(s) are deemed as "saleable", Purchasing will advertise them on a Disposal Sale, giving other Departments on campus the first opportunity to purchase them. These Disposal Sales will typically be advertised in the University Daily News. If there is no interest from Departments, then the disposal will be open to all faculty, staff, students and other individuals on a highest bidder basis. All proceeds from the Disposal Sale will be applied to the selling Department's account.
If the item(s) are determined to be of no further value to the campus community, then Purchasing will assist in either donating the items to another organization (i.e. charity, school, etc.) and arrange for their removal.
As part of this process, the Department will be responsible for contacting Facility Services to make the necessary arrangements to move the items to their agreed upon destination.
Purchasing Services would like to make you aware of the return policies of commonly used suppliers should the situation arise in which the computer equipment you received has to be returned to the supplier. Contact the supplier directly if you experience problems with the equipment. Always keep your original packing slips and boxes in case a return is necessary. The Return Policies are listed below for each supplier:
Canadian Computer Distributors “CCD”
Customer may return to at no charge for any product purchased within 30 calendar days from the date of the invoice (except IBM products...IBM will not take back any product that has been opened). All items must be returned in original packaging. A 15% of cost re-stocking fee applies to any product returned after 31 days. Customer may return to Dell Canada up to 30 calendar days after receipt of goods. Customer prepays shipping (no refund on this) and assumes complete risk until Dell receives the goods. Customer is subject to absorb a 15% of cost re-stocking fee.
Metafore – Campus Preferred Vendor
The customer can return goods to Metafore if unopened within 5 calendar days of invoicing. They will not accept goods that have been opened, damaged or defaced and will not accept returns on special order items. Customer is subject to a 10% of cost re-stocking fee. You may access the Metafore website by clicking here: Metafore Home.
View Other Procedures Below
If you have any questions about procedures or forms, contact: Dario Pavia by phone: x 2088 or email: firstname.lastname@example.org
Dario Pavia, Buyer
Phone: (519) 253-3000 Ext. 2088
Rita Cheung, Buyer
Phone: (519) 253-3000 Ext. 2086