Online Requisition F.A.Q.
What services does BU Sourcing & Procurement provide?
BU Sourcing & Procurement serves as a center of excellence within the University community in establishing best-in-class supply and spend management services pertaining to research, education, athletics, and facilities. Services provided by our staff include but are not limited to:
- Strategic Sourcing
- Processing purchase requisitions
- Vendor enrollment
- Corporate Purchasing Card program
- Issuing request for bid/proposal/quote and awarding resultant Purchase Orders or Contracts.
Supplier Questions
How do I add a new vendor or make changes to an existing vendor record?
To add a new vendor or to make changes to an existing vendor, complete the appropriate web form A new vendor number will be emailed to you.
Who should I contact about expired insurance for a vendor?
Contact us @ 617-353-2370 and we will obtain a current certificate.
Purchasing Questions
Where is the Boston University Sourcing & Procurement office?
BU Sourcing and Procurement (formally known as Office of Purchasing Services) is located at 985 Commonwealth Ave, room 210, (second floor). Office hours are 8:30 a.m.-5:30 p.m. Monday through Friday, except on University Holidays.
What purchases should I use an online requisition for?
Online requisitions are used for both internal and external vendors who are in our vendor database.
What is a Purchase Order and why do I need one?
A Purchase Order (PO) is a document issued by Boston University to a vendor, indicating the type, quantities and agreed prices for products or services the vendor will provide to Boston University. Sending a PO to a supplier constitutes a legal offer to buy products or services.
How do I get a PO?
Purchase orders are obtained by submitting an on line requisition. Depending on dollar value purchase orders will either be executed by the department, or by BU Sourcing & Procurement. Self service purchase orders are generally limited to $1000.00 or less.
When creating a requisition to send to BU Sourcing & Procurement, how do I know which buyer to direct my requisition?
Buyers are assigned vendors. When using the on line requisition system your requisition is automatically routed by the vendor name you select. Once the requisition is fully signed and created there is a link to the buyer’s name and email address for the purpose of correspondence.
Where do I send my supporting documentation for my online requisition?
Supporting documentation including quotes, and justification letters should be faxed or e-mailed to the appropriate buyer.
How do I track the approval of my online requisitions?
Online requisitions can be tracked by navigating to the requisitions awaiting signature link.
What is the University’s Bid Policy?
The University Bid policy can be found on this link.
How do I return an item purchased on a purchase order?
Contact the appropriate buyer and provide the following information: Vendor name, PO number, and the reason for the return. If you have placed the order yourself you must arrange for the return. Please obtain a RMA (return authorization number) and request a credit invoice. Some vendors may charge a restocking fee for returned items.
What is a maintenance agreement?
A maintenance agreement covers parts and labor on a single piece or multiple pieces of equipment for a specified period of time. Often, there will be an agreement or contract that the vendor will submit. If it’s a new maintenance agreement, you may receive a quote. If it’s a renewal maintenance agreement, you may receive an invoice. Please include all documentation with the requisition. Contact the buyer for the specified vendor for assistance if required.