Purchasing and Payables

Authorized employees have the following options for purchasing goods and services for DePauw:

Commercial Card - The purchase of goods, travel fees, meals, hotels, publications, and printing services can be made using a Commercial Card.  When possible, the Commercial Card is to be used when making purchases with vendors.  For questions or to submit your reconciliation please email:  commercialcard@depauw.edu

Purchase Order - The purchase of goods, printing and publications (typically $1,000 or more) should be made by completing a purchase request and purchase order.  A purchase order is to be issued for service contracts, office furniture, equipment, and computer equipment not purchased by using a Commercial Card and the established procedures.

Payment Requisitions - Payment for goods or services can be processed using this method, but the preferable method is Commercial Card.  If not paid with Commercial Card, Vendors must be set for direct deposit payment processing.  Please provide vendors with the attached direct deposit form in order for them to enroll in this process.  For questions or assistance please email:  accountspayable@depauw.edu  

Payment by paper check will only be processed on an exception basis.  Contact the Business Office at businessoffice@depauw.edu for exception consideration.

Payment Request for Reimbursement to an Employee - Miscellaneous cash expenses incurred while traveling are processed using this method.  All employees are encouraged to enroll in direct deposit.  To enroll in this service, complete the attached form.  Submit completed enrollment form and required bank verification documentation to Accounts Payable: accountspayable@depauw.edu

Office Depot:  To create Department access for these purchases, contact the Business Office at businessoffice@depauw.edu

Amazon Business:  Please contact the Business Office to have an Amazon Business account set up for your area, a department email address is needed to set up the account.  An individual's email can only be used if there is no department email.  Individuals must not use their DPU email for personal accounts as this causes a conflict and violation with the University's sales tax exemption.

Please note the following items regarding purchasing goods and services for the University

• The University has negotiated with various vendors and has contracts in place for the purchase of office supplies, catering services, vehicle rental.  
• The University is a 501(c)(3) organization and is therefore exempt from sales tax in many instances.  When making purchases, vendors should be provided with the tax exempt number from the University. 
• Authorization to purchase on behalf of DePauw is granted by the divisional Vice President and is subject to available budget resources.
• The purchase of goods and services on behalf of the University, including the document types, dollar limits established and approval process required are governed by University policies and procedures.