Procurement Services
Upcoming Events
Procurement Services hosts Zoom drop-in help sessions exclusively for UD Employees. These sessions are staffed with representatives from all areas of Procurement to answer your questions and provide hands-on guidance while you share your screen.
Note: The Monday Drop-In Session will not be held on 12/25 or 1/1.
Join Zoom Meeting
https://udel.zoom.us/j/99897618787
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Meeting ID: 998 9761 8787
Find your local number: https://udel.zoom.us/u/actSBlpi0x
Procurement Services hosts Zoom drop-in help sessions exclusively for UD Employees. These sessions are staffed with representatives from all areas of Procurement to answer your questions and provide hands-on guidance while you share your screen.
Join Zoom Meeting
https://udel.zoom.us/j/99247086131
One tap mobile
+13052241968,,99247086131# US
+13092053325,,99247086131# US
Dial by your location
+1 305 224 1968 US
+1 309 205 3325 US
+1 312 626 6799 US (Chicago)
+1 646 876 9923 US (New York)
+1 646 931 3860 US
+1 301 715 8592 US (Washington DC)
+1 507 473 4847 US
+1 564 217 2000 US
+1 669 444 9171 US
+1 669 900 6833 US (San Jose)
+1 689 278 1000 US
+1 719 359 4580 US
+1 253 205 0468 US
+1 253 215 8782 US (Tacoma)
+1 346 248 7799 US (Houston)
+1 360 209 5623 US
+1 386 347 5053 US
Meeting ID: 992 4708 6131
Find your local number: https://udel.zoom.us/u/ac2cXsHHbm
Ever heard the words MBE, WBE, SBE, diverse business or supplier diversity, and frankly don’t know what they mean? Would you like to engage with more diverse businesses and don’t know where to start?
Yes? Then a Supplier Diversity Training Session will provide you the information you need.
You’ll learn about UD’s Supplier Diversity Program, why it’s important, how you can participate, what all those acronyms mean and how to engage small and diverse businesses!
Training is offered via Zoom on the 3rd Monday of each month from 10:00am-10:45am.
If you have any questions, please contact vdaniels@udel.edu.
Zoom link https://udel.zoom.us/j/94516092227
Procurement Systems & Status
Operating normally
Operating normally.
Please bookmark the IT Service Status page for outage information.
Did You Know?
All payment requests for foreign individuals must be submitted to workflow and approved by Friday, December 8, 2023, to be paid this calendar year.
Requests submitted after this date may not be processed until 2024.
Please be aware that foreign individuals must be fully onboarded prior to the submission of a payment request, and all wire payments must be sufficiently verified before they can be released.
Please submit your requests as soon as possible to avoid delays.
Research Incentive Payments
In an effort to provide clarity for the campus community when requesting research related payments, Procurement Services has partnered with the Research Office and the Controller's Office to create a new account code (149251) named Research Incentive Payment. A Research Incentive Payment is defined as a "payment to motivate or encourage participation in research studies or sponsored activity projects by providing data/information through interaction with UD. Including but not limited to participation in surveys, interviews, and lesson planning". The existing account code (149250) has been renamed as Human Subject Payment and is only to be used to make a payment to a human subject for time and efforts in participation in clinical trial. Please review the Non-PO Payment matrix in the Purchasing & Payments Resources section of the Training & Resources page for additional details.
Have you seen a Payment Voucher placed on hold with a comment referencing an "ACH Exception"?
In some cases, Procurement must validate new or updated banking information provided by a supplier before a payment can be released. This is a measure to mitigate fraud and ensure that accurate banking information is being used. There is no further action required by the departmental end user. The process is internal to Procurement, and involves independent verification of the information at our discretion. UD departments should not reach out to their supplier contact in an attempt to provide assistance in resolving the matter, as it interferes with the independent verification process. If ACH payment information is unable to be successfully verified within 14 days, the payment method may be converted to a physical check payment to avoid further disbursement delays.
Employee Reimbursements to UD
A Cashnet form form is available for employees to reimburse UD for personal expenses they charged to their UD Credit Cards in error.
Employees now have the option to pay online via ACH using their banking information as an alternative to submitting a Cash Transmittal webform with a check or cash.
Please remember that erroneous personal charges on the UD Credit Card must first be allocated to account code L1NDTE on a Concur expense report and submitted for approval prior to using either the CashNet form or the Cash Transmittal webform to return the funds.
Additionally, making timely reimbursements to UD will prevent processing delays with future expense reports.
Do you pay awards to students or third parties?
Our new document regarding Award Processes should answer any questions you may have about making these payments. As always, please direct any concerns to procurement@udel.edu.
Do you pay undergraduate students for summer research? Are you confused about whether you onboard them as employees, pay them in UD Exchange or pay them via a Payment to Individual webform? Want to know what attachments and approvals are needed?
Together with the Research Office and Payroll we have put together a guide to help! Refer to the REU-Stipend Decision Chart to learn how to get your research students paid quickly! Please email procurement@udel.edu with any questions.
Procurement Services has approved a new process for handling of freight charges in UD Exchange.
Although we still recommend making provision for freight on the requisition, failure to do so will not hold up payment of the invoice any longer while a change request is initiated and processed. Please note that the process has not changed for webforms.
Per the University of Delaware Class I Movable Equipment Policy 5-10, Fabricated equipment is composed of material purchased for the purpose of building, constructing or assembling of Class I equipment that will be so identified upon completion. Class I equipment at the University of Delaware will include those items in which material costs alone are $5,000 or more, and will not include labor costs.
The above conditions must be met in order to utilize account codes 153100 (Parts-Equipment Fabrication) or 153101 (Equipment Fabricated-External). Account 153100 is utilized when fabricating equipment that will be utilized and capitalized by UD. Account 153101 is utilized when fabricating equipment that will be transferred to an outside entity and will not be utilized or capitalized by UD.
In order to reduce the amount of rejected requisitions, please provide an internal justification on what is being fabricated and how the above conditions will be met. If you have questions on the use of these accounts, please contact Susan Bledsoe at sbledsoe@udel.edu prior to completing the requisition for guidance.
When buying gift cards on behalf of the University, please ensure that the purchase is in accordance with University Policy 3-23 regarding gifts to external parties.
Gift cards are considered by the IRS to be taxable income for the recipient and should therefore not be purchased for University employees.
Electronic gift cards should be sent directly to the intended recipient, not the University employee purchasing the card.
The University department issuing gift cards should maintain a log recording every gift card purchased along with the gift card recipient’s first and last name, the dollar value of the gift card issued as well as the purpose for which the gift card was issued.
- The log and related information should be attached to the Concur expense report as business justification for the purchase.
Gift cards should never be given in exchange for services rendered to the University.
If the total value of all gift cards and other payments issued to an individual exceed $600 in a calendar year, this should be reported to the University’s Accounts Payable manager for tax reporting purposes.
Regarding gift card purchases on Amazon specifically: due to the potential risks involved with the purchase and issuance of gift cards, unusual gift card purchases may be investigated by Amazon’s risk prevention team which will require additional verification in order to proceed with the purchase. Please contact Procurement if you are anticipating an unusual gift card purchase on Amazon.
The University has centralized Amazon purchasing under an Amazon Business Prime Account, accessible in UD Exchange as a punchout shopping site.
Please remember, use of the Amazon Business Prime account can never be used for personal use and all purchases made from Amazon should be through the Amazon Business account.
Please refer to the Amazon help guides in the UD Exchange Punchout Supplier section of the Training & Resources page.