The Catholic University of America

Procurement Frequently Asked Questions

Requisitions

My requisition is still pending, what can I do to get it approved?
A.  Why it might still be pending - things to check:
  • Follow this link for further details.
  • Check Approve Amounts for the requisition. Requisition should show "Approved."
  • Check Approve Chartfields for the requisition. Requisition should show "Approved."
  • If you have successfully completed all of the above and your requisition is still pending, please send an email to askprocurement@cua.edu

Procurement Forms

I do not know what form to use for my requisition.
A. Procurement website has all the details and instructions on what forms and when to use it.
 

Contracts

Who is authorized to sign contracts?
A.  Departments and their employees do not have the authority to sign contracts or act as agents of the University, regardless of the dollar amount.  An individual in violation of the above is personally liable for all commitments owed to the supplier, monetary and otherwise. Please refer to Finance Contract Approval and Signature Authority Policy.
 
Why must the legal department review a contract before it's signed?
A.  The Office of the General Counsel, as well as the Technology Services Department, assist Procurement Services in assessing whether it is in the University's best interest to enter into a contract by identifying terms and conditions that could potentially increase the University's risk. Further details at the General Counsel's website.
 

Purchase Order

My requisition is 'Approved' in the Cardinal Financials, when can I expect to have my Purchase Order?
A. The Procurement Department checks all the necessary documents related on your requested order for equipment/services. As soon as everything is reviewed and approved with the parties required for its evaluation, a Purchase Order will be processed and sent directly to the vendor { enduser(s) carbon copied in the email}. 
 
I need to order computer hardware/software, what is the procedure for this?
A. The current standard models that may be purchased by departments are listed under the Technology Services CUA Storefront. In the event that your required technology purchase is not listed, please follow this instructions.
 
What do I need to do after the Contract Specialist sends the Purchase Order to the supplier?
A. After you have partially or fully received the goods and/or services described on the Purchase Order from the supplier(s):
  Step 1: Receive the PO in the Cardinal Financials
  Step 2: Write the PO Number and the Receipt Number in the Invoice
  Step 3: Send the hardcopy Invoice, as noted in Step 2, to Accounts Payable for payment processing 
 

Invoice Payments

When will my supplier(s) be paid?
A.  Follow steps above. If payment is still pending, contact CUA-AccountsPayable@cua.edu.
 

Copiers

What do I do when I have a problem with my copier?
A. Submit a help desk ticket  info-center@cua.edu
 
How do I place a service call for my copier?
A. Call 1-800-432-9787.
 
How do I register my unit?
A. Ways to register your copier:
  1. You can go directly to www.ricohdirect.com and register your unit.
  2. If you would like Ricoh to register your unit for you, please send an e-mail to Ashleigh.bing@ricoh-usa.com. Include your name, phone number and e-mail address. Also, please include the serial number of your unit, which is posted on the front of your unit.
How do I get supplies for my new unit?
A. Call 1-800-432-9787 to order your supplies or you can order them online at www.ricohdirect.com. Your unit must be registered first. See above for instructions. Your toner and staples are free. Each department is responsible for their own paper.
 
What I need to know before moving, or relocating my copier?
A. You must contact Ricoh USA before a copier can be moved, or relocated.  Only a trained Ricoh technician are authorized to move copiers.
 
Who do I call for training?
A. Call Ricoh at 703-698-6748.
 
Do I need to turn-off my copier at the end of the work day?
A. No, these units are equipped with an "Energy Star" feature, which powers the unit down when it's not in use. The copier automatically powers up once a key is touched or a document is placed in the feeder.
 
Who is the University Account Representative at Ricoh?
A. Susan Clayman, she can be reached at 703-698-6748 or at susan.clayman@ricoh-usa.com.
 

Office Products

Who is the preferred University supplier for office products?
A.  Although the University has negotiated agreements with several vendors, the primary vendor is Staples Advantage.
 
How do I get a Staples Account?
A.  Click on the attached link and follow the instructions --> Stapleslink.com
 

Office of Strategic Sourcing and Business Services

Where is the Office of Strategic Sourcing and Business Services?
A. Our office is located at the Leahy Hall LL40 620 Michigan Avenue, Washington, DC 20064. You may also reach us at askprocurement@cua.edu