The Procurement Services Department supports the acquisition of the quality goods and services that the University needs to effectively and efficiently operate.
Can physical gift cards be purchased for employees, students, prizes for events, research participant awards, etc.?
No. Regardless of whether foundation or grant or other funds are being used, physical gift cards may not be purchased.
For research participant awards under $200 to non-employees, perfectgift.com can be used to distribute virtual gift cards.
Can we award cash prizes?
Refer to the Host Expenditures Policy for when this is appropriate. W-9s will always need to be obtained for non-employees and if for an employee, HR will always need to review the offering. Pre-approval is required using this form.
Can we award noncash prizes?
Refer to the Host Expenditures Policy for when this is appropriate. If the value is over $100, W-9s will always need to be obtained for non-employees and if for an employee, HR and Payroll will always need to review the offering. Pre-approval is required using this form.
Possibly. Food trucks and other external food vendors must be approved through University Events and Chartwells. Requests should be submitted at least 30 business days in advance through the university scheduling system. Unauthorized food trucks are not permitted on campus. See the External Food Service Provider Policy or email events@winthrop.edu with questions. Ensure completion of the pre-approval form in accordance with the Host Expenditures Policy.
Place your order through Blue Line Catering and make sure to indicate which FOAP you would like to have charged on your order.
Ensure completion of the pre-approval form in accordance with the Host Expenditures Policy.
Generally, no. Departments, student organizations, and external clients may not independently prepare, cook, grill, or serve food on campus. However, departments and student organizations may purchase food from external sources without Chartwells approval if the total food value is $250 or less per event (excluding food trucks, caterers, and other food service providers operating on campus). See the External Food Service Provider Policy or email events@winthrop.edu with questions. Ensure completion of the pre-approval form in accordance with the Host Expenditures Policy.
Possibly. Review the Host Expenditures Policy for allowability and complete the pre-approval form.
Likely. Review the Host Expenditures Policy for allowability and complete the pre-approval form.
Employees are required to use certain rental car companies.
Please view rental car instructions here.
Most purchases under $10,000 are made by a P-Card.
Purchasing Cards ("P-Cards") are limited to those who have a frequent need for their use and have a strong record of complying with the rules of the program. Learn more here.
If a P-Card is not being used, a requisition must be initiated before the purchase. We have an entire page dedicated to helping you with Requisitions. Click Requisition FAQ.
Before acceptance of online agreements or terms and conditions, due diligence must occur, delegation of authority must be made, and an exception to P-Card Policy must be granted using this form.
If an exception has already been granted for the vendor and has not yet expired, no action is required.
Active Exceptions:
Office supplies are required to be purchased through Staples.
Order via Herald Office Supplies or Staples Advantage. If you need a Staples Advantage, contact purchasing@winthrop.edu.
Don't see what you need on Staples? If Staples doesn't offer it, you can move on to another retailer.
Does another retailer offer exactly what you need on Staples for 10%+ less? Email purchasing@winthrop.edu to request an exception to use an alternate retailer.
Office furniture is required to be purchased through Facilities.
Submit a "Work Request" on Facility's page here.
Office supplies are required to be purchased through Staples.
Office furniture is required to be purchased through Facilities.
Order needed items through your Winthrop-affiliated Amazon Business account. To set up a Winthrop-affiliated Amazon Business account, contact purchasing@winthrop.edu.
With approval from a Dean/AVP/VP, you may make purchases on Amazon without a P-Card. Here are the steps:
Amazon gives us the option to pay for orders using Purchase Orders by using their option to "Pay by Invoice." This is convenient when an employee may not have a P-Card or the amount is above the single transaction limit of the end user's P-Card.To use this feature, please print your shopping cart (or by printing the page to the destination of "Adobe PDF" and saving it to your computer), submit your order to Purchasing for approval, then use that "quote" to create a requistion. Your requisition will be converted into a Purchase Order.The day before your item is delivered, Amazon will send an invoice to Purchasing; once the invoice has been received, Purchasing will forward that invoice to you. Please submit your Purchase Order and the invoice from Amazon to Accounts Payable for payment.
P-Cards cannot be used for purchases over $10,000
Using vendors on "Statewide Term Contracts" do not require 3 quotes or solicitation efforts
Using vendors on "Statewide Term Contracts" do not require 3 quotes or solicitation efforts.
If the total cost of the purchase is between $10,000 and $25,000, then you must obtain 3 quotes before completing the order. Each quote should be uploaded to the requisition. Cilck Requisition FAQ for further instructions.
Using vendors on "Statewide Term Contracts" do not require 3 quotes or solicitation efforts.
Otherwise, email purchasing@winthrop.edu for support in making this purchase.
Making a purchase through the sole source avenue is rare.
To learn more about Sole Source Procurements, view the presentation from the Audit Manager of the Audit & Certification Department from the South Carolina Division of Procurement Services here.
To learn about Sole Source Guidelines, visit our page here.
