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Frequently Asked Questions

procurement services

If your question is not listed here, let us know and we will add it. You can call us at ext. 2-3055, or e-mail at purchasing@bc.edu

When can I use my Purchasing Card? How do I order books?
Is there an on-site copy shop? How do I order BC Business Cards or Stationery?
How do I rent a bus? When must an order be a bid?
Can we hold payment on an invoice associated with a Purchase Order? Can I cancel a requisition or PO?
Can I create a requisition in foreign currency? How do I create a requisition or PO for something already received?
How do I increase an agreement or regular purchase? How do I disencumber an agreement?
How do I create a PO using two different accounts? What is departmental approval?
Who do I call for repair of copy machines? Who do I call for repair of fax machines?
Who do I call for repair of typewriters?  

 

When can I use my Purchasing Card?

Purchasing cards can be used for any transaction under $5000 provided it is not a restricted account, grant, or commodity, and provided the vendor accepts VISA.  See Also: Purchasing Card User's Guide


How do I order Books?

Books can only be purchased through the Bookstore because of special contracts or procedures which may be required by the publishers. Contact the Bookstore for details on how to order books.


Is there an on-site copy shop?

Eagle Print Services is located in Campion Hall at 2-3418.


How do I order BC Business Cards or Stationery?

Stationery items are available from the Eagle Print Services. This web site gives BC pricing and provides an online proofing system for your order. Please use your P-card to place this order.


How do I rent a bus?

Please visit our Vehicle Rental Page under the Travel Website.  Enter your BC Username and Password to view our Bus Rental information.  This page displays the companies we have contracts with and the contact information.  If you have further questions, please contact Kathy Coholan at 2-3451. 


When must an order be a bid?

Contact Procurement Services to bid if one item has a possible value of $5000 or more OR if the total line items of the order is equal to or greater than $5000.

See Also: University Bidding Policy


Can we hold payment on an invoice associated with a Purchase Order?

Yes. Contact Procurement Services to put a "Hold From Further Processing" in the header portion of the PO.


Can I cancel a requisition or PO?

A requisition can only be canceled if the requisition has not been turned into a Purchase Order. Contact the buyer in Procurement at 2-3055, if a Purchase Order has been created.


Can I create a requisition in foreign currency?

No. Payments made by Boston College are made in American dollars only. Use a currency conversion web site to get the dollar amount to create the requisition.


How do I create a requisition or PO for something already received?

You cannot create a requisition for a delivery date which has passed. Use a voucher to process payment. If the item was a bid item (over $5,000) create the requisition for tomorrow's due date but mark the order "Confirmed by XX" in the comment section, and complete a Sole Source Justification Form stating the reason a competitive bid was not requested.


How do I increase an agreement or regular purchase order?

To increase an agreement, or PO, you must contact the buyer. Since agreements are prearranged pricing contracts the buyer will need to know the reason for the change in the price.


How do I disencumber an agreement?

If all payments have been made but you have funds left in the order, contact the buyer to disencumber funds and complete the order. Also contact the buyer if you wish to cancel all or part of the agreement. Remember, many contracts require prior notice of cancellation.


How do I create a PO using two different accounts?

Only a person with access to the two accounts can create the purchase order.  For instructions, contact Procurement at 2-8911.


What is departmental approval?

If the order total is over $5000, a second approval must be obtained. Each account has designated approvers. After departmental approval, a requisition may still list as "Pending" if it also requires grant, capital, or other fund level approval.


Who do I call for repair of copy machines?

Each machine should have a Dealer Tag listing the machine number and a repair telephone number.

Call IKON Service: 1-888-456-6457. When the recording comes on press #2, then press #0. When asked for you ID# use either your new IKON number.

For Sales contact Joe Koslowsky at jkoslowsky@ikon.com or call 617-292-7555, ext. 2646.  


Who do I call for repair of fax machines?

Boston College does not normally purchase maintenance contracts for fax machines. The industry standard for repair is one call per year which is less than the cost of the maintenance contract. Look for the dealer tag on the equipment, or:

For all fax machines over a year old call - Town Business at 781-762-1900
Note: These machines are very old. You should consider replacing the machine rather than paying for a repair.

***IMPORTANT*** Please provide a purchasing card number when placing a call for repair of equipment that is not under warranty.


Who do I call for repair of typewriters?

Call Expert Technological at (781) 237-3130.  These are maintained on a University site agreement.