Purchasing

Procurement Services provides strategic purchasing services to ensure the University of Delaware obtains the best value in procuring the goods and services needed to support the University’s mission.

Campus Liaisons partner with business units on campus to support their high-level purchasing initiatives and major projects.

Consult the chart below to identify which Procurement Buyer is your Campus Liaison.

General Procurement inquiries should still be sent to procurement@udel.edu.

 

Senior Buyer

Email

Business Units

Chris Aha

ahachris@udel.edu

Executive VP

Facilities & Real Estate

Corporate Engagement

UD Police

Emergency Management & Safety

Dale Fleetwood

fleetwoo@udel.edu

College of Agriculture & Natural Resources

College of Earth, Ocean & Environment

College of Education & Human Development

College of Engineering

Shawn Gagnon

shgagnon@udel.edu

Provost

College of Arts & Sciences

College of Health Sciences

Lerner College of Business & Economics

Graduate College

Honors College

Biden School of Public Policy & Administration

Rob Jung

rjung@udel.edu

Strategic Budgeting & Finance

Human Resources

Information Technologies

Sean Malone

spmalone@udel.edu

Board of Trustees

President

Institutional Equity & Diversity

University Secretary

Student Life

Communications & Marketing

Development & Alumni Relations

General Counsel

Research

Athletics & Rec Services

 

Procurement Services is dedicated to assisting UD business units with obtaining goods and services in the most cost-efficient and convenient manner within University policies. 

Our Strategic Sourcing team is available to collaborate with business units to identify and select suppliers, facilitate the RFP (request for proposal) process, validate supplier bids, negotiate contracts, and manage UD's supplier relationships.

Do you have an upcoming large or complex purchase that could benefit from the support and expertise of Procurement Services?

Our new Sourcing Event Request (SER) form in UD Exchange will help you communicate and submit your purchase/project needs in a streamlined manner. Join Procurement for a Zoom info session on February 22, 2024 at 9 am, or contact your dedicated Campus Liaison with questions. *Note: All IT solutions must be submitted through the Technology Request process first.

The Procurement Contracting team partners with the Strategic Sourcing Team, Senior Buyers, and campus stakeholders to manage contract review, negotiation, and execution. This includes ensuring compliance with UD's terms and conditions to maximize value and minimize risk.

For information on purchasing thresholds and the associated purchasing methods, please refer to Guided Buying.

Procurement Authority refers to the minimum documentation required for Procurement Services to approve your purchase in UD Exchange. 

Procurement Authority must be established for each purchase of goods and services at UD.

Based on dollar thresholds, the Procurement Authority required for your purchase could range from obtaining a quote (or multiple quotes) to a Request for Proposal (RFP) or Waiver of Bid.

Final signature authority for a certain transactions is determined by the dollar amount.Your purchase may require a signature from another UD employee.

A listing of required signatures based on the dollar amount of the purchase is included in the Table of Authority linked within the UD policy on Authority to Sign Financial Documents.

The University has a DocuSign account to facilitate electronic signatures on contracts and other documents. If you need to create DocuSign envelopes to circulate documents for electronic signature, please email procurement@udel.edu to request an account. The Docusign help guide can get you started.

A DocuSign account is not needed to sign documents, but you may receive documents requesting your signature. If you have a question about whether a document is legitimate and was sent by UD, please contact Procurement at procurement@udel.edu.

To familiarize yourself further with DocuSign, you can create a free demo account. Additional reference materials and training guides are available at DocuSign University and DocuSign Support.

UD Exchange, powered by JAGGAER, is an end to end solution for eProcurement. UD employees can access UDX with their UD SSO credentials.

Employee purchasing on behalf of the University can use UDX to shop from the catalogs of contracted suppliers as well as create traditional purchase orders.

UDX allows University shoppers to adhere to procurement policy since it centralizes sourcing events such as RFPs, as well as Suppliers, Contracts, Purchasing, and Payments.

 

The UD Credit Card program has been established for faculty, staff, and graduate students under contract, as a payment vehicle for business travel expenses and to purchase low dollar goods (under $5k) for bona fide business purposes.

UD Credit Cards and Declining Balance Cards may be issued to personnel as determined by the business office within the respective department, unit, or college. Undergraduate student workers are not eligible for the program.

UD employees can use Concur to request a UD Credit Card for business expenses, manage their UD Credit Card, and reconcile their UD Credit Card transactions.

All eligible UD employees can access Concur with their UD SSO credentials. 

 

Purchasing IT Hardware

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The UD Exchange Catalog and Forms Showcase offers two shopping tiles: 

  • Technology Hardware/Software-Faculty/Staff
  • Computer Hardware/Software-IT Professionals Only.

If you need to purchase a computer, connect with your department’s IT Pro for the correct computer specifications and hardware standards in place at UD.

If you do not have a department IT Pro, get started by clicking the “Technology Hardware/Software - Faculty-Staff” tile in the Catalog & Forms Showcase.

Select the “Purchase Computer Equipment” option.

The tile connects to the UD Request Computer Equipment Purchase, which will provide the appropriate guidance, review and recommendations needed prior to making a computer technology purchase.

The Purchase Computer Equipment process should be completed before purchasing or submitting a Purchase Order (PO) requisition.

Small purchases such as mice, keyboards, monitors and other accessories are available to purchase through the appropriate vendor tiles without IT review and approval.

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Purchasing Software & Technology Solutions

Read More

The UD Exchange Catalog and Forms Showcase offers two shopping tiles: 

  • Technology Hardware/Software-Faculty/Staff
  • Computer Hardware/Software-IT Professionals Only.

If you need to purchase a technology solution, including renewals or changes to an existing contract, get started by clicking the “Technology Hardware/Software - Faculty-Staff” tile in the Catalog & Forms Showcase.

Select the “Purchase a New Tech Solution” option.

The tile connects to the UDIT Technology Request, which will provide the appropriate guidance, review and recommendations needed prior to making a technology purchase.

The Technology Request process should be completed before purchasing or submitting a Purchase Order (PO) requisition.

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The University of Delaware maintains purchasing and/or travel related tax exemption certificates in states which grant exemptions. Use of these certificates is limited to University business.

We recommend that you ask the supplier whether you need to electonically send or present them with a physical copy of the exemption certificate. Most will want to verify/retain the certificate for their records.

Some of the certificates will require you to fill in additional information prior to presenting it to the supplier.

United States: Federal TaxFederal Exise TaxMulti-State Tax

Alabama (AL) - No Exemption
Alaska* (AK) - No Exemption
Arizona (AZ) - No Exemption
Arkansas (AR) - No Exemption
California (CA) - No Exemption
Colorado (CO)  - Sales
Connecticut** (CT) - Sales, Meals & Lodging
Delaware (DE) - Lodging
District of Columbia (DC) - No Exemption
Florida (FL) - Sales & Lodging
Georgia (GA) - No Exemption
Hawaii (HI) - No Exemption
Idaho*** (ID) - Sales & Lodging
Illinois (IL) - Sales
Indiana (IN) - No Exemption
Iowa (IA) - No Exemption
Kansas (KS) - Sales & Lodging
Kentucky (KY) - No Exemption
Louisiana (LA) - No Exemption
Maine (ME) - Sales & Lodging
Maryland (MD) - No Exemption
Massachusetts (MA) - Sales
Michigan**** (MI) - Sales & Lodging
Minnesota (MN) - Sales
Mississippi (MS) - Application currently pending
Missouri (MO) - Sales
Montana (MT) - No Exemption
Nebraska (NE) - No Exemption
Nevada (NV) - No Exemption
New Hampshire (NH) - No Exemption
New Jersey***** (NJ) - Sales
New Mexico (NM) - No Exemption
New York (NY) - Sales & Lodging
North Carolina (NC) - No Exemption
North Dakota****** (ND) - Sales & Lodging
Ohio (OH) - Sales
Oklahoma (OK) - No Exemption
Oregon******* (OR) - No Sales Tax
Pennsylvania (PA) Sales, Act 45 of 1998
Rhode Island (RI) - Sales & Lodging
South Carolina (SC) - No Exemption
South Dakota (SD) - No Exemption
Tennessee******** (TN) - Sales
Texas (TX) - Sales
Utah (UT) - No Exemption
Vermont (VT) - Sales
Virginia (VA) - Sales
Washington (WA) - No Exemption
West Virginia (WV) - No Exemption
Wisconsin (WI) - Sales & Lodging
Wyoming (WY) - No Exemption

Alaska* (AK) - Alaska has no sales tax. Lodging tax is charged by individual cities. Local exemptions may be available by contacting the individual city.

Connecticut** (CT) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card). Additionally, lodging and meals require preapproval from the State of Connecticut before they can be tax exempt. Prior to travel, the requestor must complete the Blanket Certificate for Exempt Qualifying Purchases of Meals or Lodging and obtain the signature of the University's Director of Tax Compliance who will then forward the Certificate on to the Connecticut Department of Revenue Services for final approval. Allow 3-4 weeks for the approved Certificate to be received back from the State of Connecticut.

Idaho*** (ID) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).

Michigan**** (MI) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).  Additionally, the University is not exempt from Michigan State Convention Facility Tax.

*****New Jersey (NJ) - Hotels charge both sales and lodging tax. The University is exempt only from the sales tax portion.

North Dakota****** (ND) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).

Oregon******* (OR) - Oregon has no sales tax. Lodging tax is charged by individual cities. Local exemptions may be available by contacting the individual city.

Tennessee******** (TN) - Lodging and meals are only exempt if paid directly by the University (via Purchase Order or UD Credit Card).