Purchasing and Accounts Payable

Earl Weisenburger
Purchasing Director and
Property Management Officer
605-626-2529
weisenbe@northern.edu

Cheryl Kolb
Purchasing Assistant
605-626-2533
kolbc@northern.edu

Fax: 605-626-3022
Office: Krikac Administration Building 212

SDezBUY End User Training Manual (MS Word; 6.5 MB)

• Airline Ticket Purchases
• Conference Registration / Memberships / Order Forms
• Consultant Contract
• Code of Ethics
• Bureau of Personnel (BOP) Training Classes

Airline Ticket Purchases

Note: Travel agents charge a processing fee per airline ticket; this fee is included in the total price (AAA Travel charges $10.00 per ticket; Abbott-Nervig and Aberdak charge $15.00 per ticket).

1. Secure your reservations with the travel agent.

2. Fill out a requisition form and submit to the Purchasing Office the same day.

3. The Purchase Order will be created and the Purchasing Office will call the travel agent with the PO number.

4. The yellow copy of the purchase order will be returned to the department secretary with the statement below attached. Sign and return both the yellow copy of the purchase order and this statement to the Purchasing Office.

In order to pay for your airline ticket prior to your trip, we must have your signature on the following statement.

"I understand that if I do not travel for any reason other than through no fault of my own, that I am responsible for reimbursing Northern State University for any portion of this airline ticket which is non- refundable."

_____________________Signature

5.The travel agents will deliver all tickets to the Purchasing Office.

6. Pick up your ticket at the Purchasing Office.

7. Turn in your ticket stub with your travel payment detail to Tammy Pierce after your return.

Conference Registration/Memberships/Order Forms

Attach the filled out registration, order or membership form to a requisition and submit to the Purchasing Office. The purchasing office staff will fax or mail the form with the Purchase Order.

Consultant Contract

When a consultant contract is filled out (for a State Account Number only), a W-9 form must be filled out also. The Auditor's Office in Pierre will no longer set up a vendor with only the consultant contract. Contact our office if you need a W-9 form to send along with the contracts.

Code of Ethics

Northern State University is a member of National Association of Educational Buyers.

Purchasing professionals must have a highly developed sense of professional ethics to protect their own and their institution's reputation for fair dealing. To strengthen ethical awareness, and to provide guidelines for its members, NAEB has long promoted a code of ethics.

NAEB Code of Ethics

1. Give first consideration to the objectives and policies of my institution.
2. Strive to obtain the maximum value for each dollar of expenditure.
3. Decline personal gifts or gratuities.
4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my institution permit.
9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
11. Foster fair, ethical and legal trade practices.
12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

Members are also encouraged to participate in continuing open discussions of ethical principles with their colleagues and with others.

Bureau of Personnel (BOP) Training Classes

The NSU Personnel Office will forward the e-mail messages from the Bureau of Personnel with the schedule of training classes offered through BOP in Pierre.

1. Obtain approval from your Department Head / Supervisor to attend a training class.

2. Register via e-mail to Lavonne Briggs-Tourville at BOP.

3. Fill out and submit a requisition form to the Purchasing Office with the name of the class, the date of the class, and the person attending.

a) the vendor name is BOP

b) the cost is $41.00 for a half-day class; $82.00 for a full day class (computer classes only; the other classes are at no charge)

4. Your account number will be charged in the month following the class.

The current schedule of classes may be found in the Purchasing Public Folder, or by going to the BOP Web site: http://www.state.sd.us/bop/training/index.htm.

Copyright ©1999 Northern State University Comments: webmaster@northern.edu