Q: How can Business Services/Purchasing assist my department?

A: There are many different areas that Business Services/Purchasing can lend assistance to your department:
• When purchasing an item for your department, Business Services/Purchasing can assist you in sourcing the vendor that will bring value and savings to the university. (Please remember, there are certain vendor categories that the university has developed an exclusive partnership which need to be utilized).
• Analyze departmental purchasing needs to maximize your annual cost savings.
• Provide assistance when you are developing your departmental Purchase Requisitions or POCA’s.

Q: Where can I find the University Vendor Listings?

A: Purchasing information can be found on the Saint Louis University Business & Finance web page, listed under Business Services/Purchasing. http://www.slu.edu/services/busfin/main/pages/purchasing/purchasing_home.html. Access to the following vendor information is available:

• University Vendor Listing
• Medical Vendor Listing (Under Review)
• Vendor Programs

These listings contain product and service categories. There is also the option to view vendor sub-categories. The lists are continually evaluated and updated to maintain the most up-to-date information. Contact numbers have also been added to assist departments. If you have any questions about a specific vendor, please contact Jeff Hovey at hoveyj@slu.edu, Lee Kneibert at kneibert@slu.edu or Annaliese Neff at mailto:aneff4@slu.edu.

Q: When I submit a New Master Vendor Form, sometimes I am contacted by Purchasing to provide more information about the vendor. Why?

A: In order to effectively manage the number of university vendors and to achieve cost efficiencies, which provide tactical price structure, select strategic vendor partners have been chosen. Utilization of specified vendors maximizes savings and provides consistent pricing throughout the University.

In some instances, the New Master Vendor Forms, along with Banner Document or Item text does not provide enough detail necessary to add an additional vendor.

Q: Why do I need approval and a PO issued before I obtain an item for my department?

A: Primarily to maximize cost savings -- the way to accomplish this is to ensure requisitions are created prior to the procurement transaction to guarantee the use of appropriate vendors.

In addition, Financial Services needs to determine whether there is proper funding for the transaction prior to the purchase.

Q: How do I find out about the latest changes and updates that have taken place with Business Services/Purchasing?

A: There are several avenues used to communicate information:
• Business Managers are encouraged to attend monthly meetings sponsored by Business and Finance. Updates and announcements are provided during the meeting as well as via “What’s New”. Business managers and administrative assistants are strongly encouraged to share this information with faculty and staff members.
• The Business Services/Purchasing web page contains up-to-date information and the latest vendor listings.
• Newslink communications and announcements
• Contacting the Business Services/Purchasing Department

Q: Who in administration is authorized to sign a contractual agreement?

A: All contractual agreements pertaining to a transactional purchase or commitment on behalf of the University needs to be reviewed by Business Services/Purchasing, and in some cases, by General Counsel.
University policy designates that one of the following persons are allowed to sign a contractual agreement:
• President, Lawrence Biondi, S.J.
• Provost, Joseph N. Weixlmann, Ph.D.
• Vice President and CFO, Robert Woodruff
• Vice President and General Counsel, William Kauffman, J.D.
NOTE: University Medical Group’s, Mike Meyer, is allowed to sign some medical related contractual agreements.

By utilizing this procedure, the university avoids unnecessary liability risk and allows the university to maximize cost savings and minimize dollar spend.