Looking for answers? Our Frequently Asked Questions provide quick, clear information about Procurement Services processes, including purchasing, vendor registration, contracts, and payments. This page is designed to support both internal departments and external suppliers in navigating our procedures efficiently.
Purchase Request Initiation: The requesting department submits a purchase requisition detailing the items/services needed.
Approval Process: The requisition is reviewed and approved by the appropriate manager or budget holder.
Complete CPS Form: Please email a copy of the completed form to Purchasing. If applicable, provide their certificate of insurance.
Purchase Order Creation: Once approved, a formal purchase order (PO) is generated in Banner and sent to the vendor.
Vendor Confirmation & Delivery: The vendor confirms receipt of the PO and proceeds with delivery as per the agreed terms.
Invoice Matching & Payment: Upon delivery, the invoice is matched against the PO and receiving documents. If everything aligns, payment is processed according to Winthrop University payment terms (net 30) through Accounts Payable.
Please visit the Accounts Payable website for more information!
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.
Please visit the Purchasing Card Program web page for more information.
For purchases over $10,000 but under $25,000, please provide three quotes of the item(s) or service(s) you wish to purchase. If you are having trouble finding three quotes, please reach out to Procurement Services to begin a Request for Proposal. For more information on and to learn more about Small Purchase Procedures, please click here to view the South Carolina Small Purchase Procedures.
Orders on Amazon may be denied for a multitude of reasons, such as the item(s) being available via state contract (Staples) or not having a valid business purpose. Please reach out to the Procurement team for more information!
Declines can happen for a variety of reasons: the cycle limit may have been reached (including transactions that have not been fully signed off on by all three roles from past cycles), the MCC (merchant category code) of the business may be blocked, the PIN entered may be incorrect, the purchase amount may be greater than the card's single transaction limit, and more.
For more information, please reach out to the Procurement team!
