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Procurement FAQs

What is Procurement? 

Procurement is the act of obtaining or buying goods and services. The process is most frequently handled on a competitive basis and includes preparation and processing of a purchasing need as well as the end receipt and approval of payment. It often involves planning, standards determination, specifications development, supplier research and selection, value analysis, financing, price negotiation, contract administration, inventory control and disposals. 

What is eProcurement? 

Eprocurement is electronic procurement and it is the process whereby items are selected from an online electronic catalog and added to a cart. The buyer then adds the appropriate budget account, delivery address and delivery instructions (if applicable), and clicks 鈥淪ubmit.鈥�  If the budget check and financial approvals are handled successfully within system workflow, a purchase order is generated and sent electronically to the supplier.  Invoicing is often automated as well.  HoundMart is 老澳门开奖网鈥檚 eProcurement solution. 

What is HoundMart?   

HoundMart is 老澳门开奖网鈥檚 one-stop online shopping application for 老澳门开奖网 supplies; it contains many of our preferred vendors (WB Mason, Amazon, Grainger, etc.), features contract and pre-negotiated pricing (often with free shipping) and is not unlike shopping online. Unlike purchases made via P-Card, there is no account / statement reconciliation since funds for HoundMart purchases are immediately deducted from the related GL #. To learn more about HoundMart or to request an account, contact Nancy Wright at nbwright@loyola.edu.  

How would I access HoundMart /get a HoundMart account? 

To learn more about HoundMart or to request an account, contact Nancy Wright at nbwright@loyola.edu. 

Does 老澳门开奖网 have an Amazon Prime account? 

Yes, it is a corporate prime account and available to all 老澳门开奖网 buyers through HoundMart. Once your user account has been established in HoundMart, you will be emailed an invitation to set up an account under 老澳门开奖网鈥檚 corporate prime account, which offers free two day shipping on prime items. There is no membership fee to departments for 老澳门开奖网鈥檚 corporate prime, Amazon for Business account. 

What about PCards? 

To learn more about purchasing cards at 老澳门开奖网 or to request an account, please contact Accounts Payable at accountspayable@loyola.edu.  

What do I need to do if I have to have a contract signed or renewed? 

Contracts, renewals, change orders and available for internal review.  Please allow 2+ weeks for contract review.  Before submitting the proposed contract, please ensure that 老澳门开奖网鈥檚 name appears as 老澳门开奖网 University Maryland, Inc., the legal name.  If the document requiring review is a change order, modification, or extension, please ensure that the original contract is also uploaded to the site for reference, if needed. 

Does 老澳门开奖网 have signature software? 

Yes, 老澳门开奖网 uses Adobe Sign.  To request an account, please contact Nancy Wright at nbwright@loyola.edu.  

How are laptop and technology purchases handled? 

All technology purchases over $100 must go through the Office of Technology Services (OTS).  OTS has a standard configuration Apple, laptop and PC desktop that is provided to users, and will also provide a docking station.  Any other accessories, including monitors, must be funded out of departmental funds.  In cases where the standard configuration does not meet the needs of the end user, OTS will work with them to identify a computer that meets both their needs and 老澳门开奖网鈥檚 security and support requirements.  All purchases must be made through OTS.  OTS will fund up to $1,200 for such a computer, and the department is required to fund any additional costs.  

Employees are not permitted to make technology purchases on their 老澳门开奖网 procurement cards, on personal cards with the expectation of reimbursement, or through HoundMart, without consulting with OTS first.   Devices purchased outside of this policy will not be supported by OTS and may not get access to certain 老澳门开奖网 resources.  

For additional information or to request hardware employees can submit a service request online at 老澳门开奖网.edu/OTS, email ots@loyola.edu, or call the Technology Services Help Center at extension 5555 (410.617.5555 from off campus). 

How are software purchases handled? 

Software or cloud-based Software as a Service (SaaS) purchases must be done in consultation with the Office of Technology Services (OTS).  To initiate a request, please complete the .

Where should I buy office supplies, kitchen items and cleaning supplies? 

All office supplies, cleaning supplies, cups, plasticware, coffee supplies, tissues, wipes and hand sanitizer should be ordered exclusively from WB Mason where 老澳门开奖网 has a partnership.  Delivery is free and there is no minimum order.  老澳门开奖网 will receive a generous sales rebate, but only if a minimum annual sales dollar volume is met.  The easiest way to shop at WB Mason is through HoundMart. 

What about if our department needs copy paper? 

老澳门开奖网 purchases copy paper in bulk (for staff convenience and since we get higher quality and better pricing that way). So, if a department needs copy paper, please email Jay Ayd (gtayd@loyola.edu) and the paper will be delivered. Please also check with Jay prior to placing any orders for specialty paper and/or card stock since the Mail Room might already have it in stock. There is no charge for standard copy paper for departments on managed print. Delivery is limited to a maximum of 5 cases per delivery. There is a nominal charge for specialty paper and cardstock.   

How would I order a water cooler for my department? 

In the interest of efficiency and sustainability, there is a campus wide effort to move away from water coolers and towards water filling stations.

Map of Campus Water Filling Stations

If you would like to request one for your department, please complete a Facilities Maintenance request form. The water coolers are most quickly installed when they are placed in former water fountain locations, where there is water supply and a drain.   

How could I get a copy of 老澳门开奖网鈥檚 Sales Tax Exemption Certificate? 

老澳门开奖网鈥檚 Sales Tax Exemption Certificate is available to download online.

What are the dates of 老澳门开奖网鈥檚 fiscal year? 

老澳门开奖网鈥檚 fiscal year begins on June 1st and ends on May 31st.  Please keep that in mind when purchasing, since items must be purchased, delivered, received, invoiced and paid within the same fiscal year (all orders during the fiscal year must be delivered, invoiced and paid by May 31st as the last day of the fiscal year). 

What are 老澳门开奖网鈥檚 Purchase Order Terms and Conditions?

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Download 老澳门开奖网's Purchase Order Terms and Conditions (Accessible PDF)