FAQs

Supplier FAQs

Faculty/Staff FAQs

Suppliers

How do I get on Penn State’s bid list?

I’d like to meet with a Purchasing Agent in person to discuss what my business has to offer. How do I set up a meeting?

Does Penn State use the Commonwealth of Pennsylvania state contracts?

Are there other purchasing areas at Penn State besides Purchasing Services?

Who should I contact to check on the status of payment on an invoice?

Who should I contact for a price/product change on a Purchase Order?

How do I get on Penn State’s bid list?

If you are interested in getting on Penn State’s bid list, you must complete a Supplier Application. Mail the completed application—along with copies of your company’s brochures or catalogs and a letter explaining why you feel you are qualified to do business with Penn State—to: Duane Bullock, Supplier Diversity Manager, The Pennsylvania State University, 101 Procurement Services Building, University Park, PA 16802-1004.

I’d like to meet with a Purchasing Agent in person to discuss what my business has to offer. How do I set up a meeting?

Just contact the Purchasing Agent who handles your commodity to set up a meeting time. Be sure to mention that you are a diverse supplier when you call. A list of Purchasing Agents and their commodity responsibilities can be found in our Commodity Directory.

Does Penn State use the Commonwealth of Pennsylvania state contracts?

Yes. Penn State is authorized to use all Commonwealth of Pennsylvania contracts when they are advantageous to the University. Please provide the appropriate Purchasing Agent with current contract information.

Are there other purchasing areas at Penn State besides Purchasing Services?

Yes. Limited purchasing authority has been granted to the following areas: (you may contact these areas directly): Applied Research Laboratory (research and development) Purchasing Office 814-865-2588, Housing and Food Services (food products, vending services, and related items) Purchasing Office, 814-865-6386, Penn State College of Medicine (all commodities and services) Penn State Milton S. Hershey Medical Center Purchasing Office 717-531-6103

Who should I contact to check on the status of payment on an invoice?

To inquire about the status of a payment, contact the Payables Clerk for your commodity. Payables Clerk contact information is also shown on the bottom right of the Purchase Order.

Who should I contact for a price/product change on a Purchase Order?

If there is a price or product change such as a substitution on a Purchase Order that has been submitted to your company, you should contact the appropriate Purchasing Agent to authorize the change before it is made. The Purchasing Agent’s name and contact information is shown on the bottom right of the Purchase Order.

Faculty and Staff

What are some of the advantages of using diverse suppliers?

I have a supplier’s agreement that needs to be signed. What should I do?

What happens if there are no competitive sources available for my purchase or if there is a reason why my purchase cannot be bid?

How can I find out if an invoice for my order has been received?

The supplier has not received my Purchase Order. What should I do?

What are some of the advantages of using diverse suppliers?

There are many. By expanding our supplier base to include more diverse suppliers, we help to encourage competition among suppliers—which may lead to lower prices for you. The Supplier Diversity Program also helps to foster a sense of community in the towns surrounding each of Penn State’s 24 locations. We often work with local businesses, which gives us a valuable opportunity to contribute to the Pennsylvania economy.

I have a supplier’s agreement that needs to be signed. What should I do?

You should contact the appropriate Purchasing Agent any time you have a supplier agreement or contract that requires a signature. Penn State employees are not authorized to sign supplier agreements on behalf of the University.  All contractual documents must be signed by a University official as authorized by the Board of Trustees to contractually bind the University. See Policy FN11 for details.

What happens if there are no competitive sources available for my purchase or if there is a reason why my purchase cannot be bid?

In single/sole source situations where there are no competitive sources available, the requester must provide documentation to Purchasing by completing a Single/Sole Source Justification form. The Single/Sole Source Justification form is also required when a specified supplier or manufacturer is indicated as the desired source.  The Single/Sole Source Justification form is available online and also as a downloadable pdf.

How can I find out if an invoice for my order has been received?

When invoices are received, copies are sent to the department with either an invoice notification or a blue tag. If you have not received an invoice and feel Purchasing may have the invoice, contact the appropriate Payables Clerk. Payables are assigned by the agent code that follows the Purchase Order number.

The supplier has not received my Purchase Order. What should I do?

Check IBIS to make sure the Purchase Order was approved by Purchasing. If it has been approved, contact the Purchasing Agent who handles the commodity.