THIS INFORMATION IS FOR INTERNAL USE ONLY. PLEASE CONTACT THE APPROPRIATE OFFICE FOR GENERAL SUPPORT.

Procurement

There are a variety of ways that you can transfer funds and purchase goods at Case Western Reserve University.

Training Before Purchasing

Before you can begin purchasing, you will need to complete some online training modules.

We currently leverage CAPS, which stands for CWRU Administrative Professional Series. It reviews the various ways in which one may purchase items and services at CWRU, as well as when to use each tool (e.g., Accounts Payable, Card Suite, Internal Billing, SmartCART and eProcurement).

Step 1: Complete Online Security Form

An individual from your department who already has access to the system must complete the Online Security Form on your behalf. In the Division of Student Affairs, this is usually done by Todd Rasmussen. This will initiate a series of electronic approvals.

Step 2: Complete Online Courses

Complete the course(s) that correspond with the required module of PeopleSoft Financials.

Once you have completed your training you will have access to the various modules that PeopleSoft has to offer at Case Western Reserve University. Additional training is available from UTech: CAPS Curriculum >


Purchasing Methods

Quickly learn about different purchasing methods and types of transactions below. Links to more detailed "how-to" documentation are provided where possible.

SpeedTypes

A SpeedType is essentially an account, similar to a credit or bank account. This is where you will collect revenue or department transfers and charge your expenses. Every department has a SpeedType and the main SpeedType is called an "Operating Account" which starts with OPR and six numbers (OPR111111). With any type of purchase or transfer of funds it is required to put the SpeedType in the transaction and/or purchase. This tells Accounts Payable where to "charge" the expense or Accounts Receivable where to send the revenue to.

Here are some examples of different SpeedTypes you can perform transactions with:

  • OPR - Operating Account, Used as main account by most departments.
  • END - Endowment Account, Principal is invested and returns are available for CWRU purposes.
  • AGY - Agency Account, Student group(s) raise their own funds through fundraising.
  • RES - Research Account, Used for research expenses from a Principal Investigator.
  • OSA - Other Sponsored Activities - No required reporting, discretionary funds.
  • TRN - Training Account, Used for training, research and improving professional education.
  • SPC - Special Projects Account, Used for a specific event or center.

Journals

All transactions that happen within the university are recorded via journals. Whether you are purchasing items via SmartCART, purchasing water coolers, reimbursing travel or transferring funds to another department, every transaction will have a journal.

Some journals come in batch form. Accounts Payable, for example, will put millions of dollars worth the transactions in a single journal. Monthly university PCard transactions are another perfect example.

Learn how to do journals here > PeopleSoft 8.4 Journal Entry and Inquiry [PDF]

If you have any additional questions about how to enter or look up a journal, please contact finsupport@case.edu.


Petty Cash Disbursement

Sometimes, employees will have to pay out of pocket for work related expenses that aren't related to travel or professional development. In these cases, employees can fill out a Petty Cash Disbursement.

Once you've completed this form in PeopleSoft, print it, have your supervisor sign it, and take it the cashier's office in Yost Hall. If your total expenditure is under $75 you can receive cash the same day.

How to do a Petty Cash Disbursement >


SmartCART

SmartCART is a Convenient, Advanced, Requisitioning Tool used by CWRU Purchasing to acquire goods from contracted vendors. All products and vendors enabled on the SmartCART platform have been issued a central contract with exclusive CWRU pricing that is available only through the SmartCART application. SmartCART is integrated with PeopleSoft Financials and can be accessed two ways. You can find more information on SmartCART here.


Purchase Order Requisitions

When a vendor is not in SmartCART you might have to purchase a one time good or pay an individual for a particular service. In this instance you would fill out a P.O. Requisition form which is the Accounts Payable process to pay an outside organization. When you are working out terms with the vendor the university pays in the following ways: Credit Card, EFT and Check.

Purchase Order Process
  1. Receive quote(s) from vendor(s) for future work.
  2. Submit P.O. Requisition in PeopleSoft.
  3. Procurement issues a P.O. after the requisition is submitted and approved.
  4. Get invoice from vendor and send a copy of it to invoices-pds@case.edu (one invoice per pdf).
  5. OnBase scans the document and gathers the important information.
  6. A voucher is created which cues payment.
  7. Payment is received by the vendor by up to 45 days depending on their terms.
  8. Payment Complete.

Tip: If you want to know the status of your invoice, email acctpay@case.edu. Don't resend your invoice because every time you resend you are putting your invoice at the bottom of the queue.


Independent Contractors

At some point, you may need to hire an individual as an independent contractor to provide services to advance the strategic goals and programming of your department. Since these will be individuals that are not representatives/employees of Case Western Reserve University, there are a variety of steps that need to happen in order to be in compliance with the procurement policy; those steps are below.

  • Obtain multiple bids if the work will be over $5,000.00.
  • If you can not obtain multiple bids then complete a Sole Source Justification Form if over $5,000 and under $25,000 or a Professional Services Bid Exemption Approval Form for Services for anything above $25,000.
  • Complete the Independent Contractor Google Form.
  • While doing the Independent Contractor Google form, you should, in parallel, do a P.O. Requisition (steps are in a section below).
  • Kelly Services will do the Independent Contractor verification and forward the verification information to Procurement Contracts.
  • Upon receiving the Independent Contractor Verification and the approved P.O. Requisition, the Procurement Contract Specialist will create the contract and obtain the proper signatures.
  • When the contract is completed, the P.O. Requisition will be converted into a P.O. and the Independent Contractor can begin the services as planned.
  • After the services are completed, the invoice can be processed in accordance to the procurement invoice payment process.

Failure to follow this process will result in a delay or if submitted after work is to occur, a notice from the procurement office to which you will be required to acknowledge that you violated this policy (the first violation). Subsequently, there will be a delay in getting your vendor paid because the payment will not be processed until a signed contract is in place even if it is after the event.


T&E

Travel helps advance the university's education and research missions. When on official CWRU business travel, faculty, staff, and students are expected to use good judgment and ethical behavior to manage expenses. Control of travel budgets is the responsibility of each dean and department head. Approval of expense reports is more than a formality. It indicates that expenses submitted have been reviewed and have been found to comply with the university travel policy and, if applicable, sponsored program regulations regarding travel and authorized business expenses. All personnel traveling or incurring business expenses on behalf of the university are expected to be familiar with policies. Those responsible for budget approval also must be familiar with policies.

Benefits
  • no adverse credit score impact for applicants
  • audit-ready airline receipt data and hotel folio information for major hotel chains
  • convenient and intuitive online statement and transaction interfaces
  • global emergency assistance services including hotel check-in, medical referrals, and lost baggage support
  • worldwide emergency card replacement
  • 24-hour worldwide phone support
  • $75 annual cardholder fee waived
  • Your Responsibilities as a Cardholder
  • T&E cardholders must follow CWRU Travel Policy for reimbursement.

The American Express T&E card is a hybrid liability product for use with CWRU policy-approved business expenses. The cardholder is responsible for full and timely payment of all card expenses. The card cannot be used for equipment purchases or recurring, non-travel charges such as monthly cellphone bills. The cardholder agreement permits booking of airfare and lodging only for the cardholder. Additional information can be found in the FAQ T&E section.

AMEX statement balances must be paid fully paid each month (brought to zero) through the Travel and Expense Module.

The card is a privilege of employment at CWRU. Cards must be surrendered upon termination of employment.

If you have questions, contact Michael Kurutz in the CWRU Travel Services Office, 216.368.6092, or email tecardamex@case.edu.