DATATEL
How do I get access to Datatel?
The Office of Information Technology (OIT) is responsible for setting up new accounts in Datatel. http://www.american.edu/oit/software/Datatel.cfm
Are there Datatel training classes?
Office of Information Technology (OIT) conducts training classes on how to access Datatel. You also will learn how to enter requisitions, and review departmental general ledger information. http://www.american.edu/calendar
Why do I need a requisition to purchase items?
A requisition is a request for a purchase. As a request, it will not appear as a purchase on your account until a Purchase Order is issued by the Procurement & Contracts staff.
When do I need a purchase order and not a disbursement request?
A Disbursement Request is used to pay people and to receive a reimbursement for expenses more than $100. A Purchase Order is used when contracting a company for goods and services.
How can I tell if my request has been turned into a purchase order?
In the Datatel system, select the RINQ screen. Enter the requisition number or the vendor name. At the top of the page in Datatel, a status bar will say PO CREATED. The PO number will be listed in a box in the upper right corner.
How can I tell if my order has been paid?
In the Datatel System, select the PINQ screen. Enter the purchase order number or the vendor name. Select the correct purchase order. At the top of the page in Datatel, a status bar will say PAID. The voucher number will be listed in a box in the upper right corner.
Why does nothing happen when I enter the vendor name?
Only a vendor who is set up currently in Datatel will appear.
How do I add a vendor to Datatel?
The vendor must supply us with a W-9 form, their phone numbers and fax number. Individuals and companies who provide contracted services for a company are required to complete a W-9 form by the Internal Revenue Service (IRS) to report their income. The W-9 form must be completed accurately to avoid payment errors and miscalculation of tax liability. On the W-9 form, Taxpayer Identification Number refers to Social Security Number (SSN) for individuals and Employer identification Number (EIN) for companies. Be sure to submit the W-9 form promptly so you receive accurate and timely payments for your services.
PURCHASING REQUESTS
How long does it take for a requisition to be processed into a purchase order?
48 hours, unless there is a special situation causing the requisition to be put on hold (waiting for a contract, back-up paper work, more than $5,000 and requiring bids).
How do I release encumbered funds?
E-mail one of the Procurement & Contract staff members for assistance.
Who should I call if I need help with Datatel?
Contact one of the Procurement & Contract staff members for assistance.
How do I increase a blanket purchase order?
E-mail one of the Procurement & Contract staff members with the blanket order number, vendor name, and amount.
Who do I call if I need to change the amounts or quantity on a purchase order?
Contact the buyer who processed the order.
What is the appropriate time for a prepayment to be processed?
Prepayments are usually processed within 48 hours if the required back-up information (registration, subscription, vendor deposit, and request forms) has been received by the PCD office and the requisition is approved in the Datatel system.
What information do I need to process a prepayment?
When a prepayment is required to receive goods or services, you must provide a vendor invoice, registration form, subscription form or other paper work that states the cost, and a description of the item being purchased.
Can I have a check held and not mailed?
In the comments field in the REQM Screen in Datatel, request that the check not be mailed and provide instructions on what to do with the check (whether it should be mailed to your office, or you plan to pick it up at the Controller’s Office, etc.).
Who can I call if I need help with an order?
Contact any of the Procurement & Contract Staff member.
Who can sign contracts?
A member of the Procurement & Contracts department. They will ensure that all purchasing activities are carried out in accordance with all applicable laws, directives from the Board of Trustees, and sound business practices. Only the Procurement & Contracts department has the authority to obligate the University and enter into a contract or lease. The University has delegated the signing of PSA for services rendered by individuals as described below:
SIGNATURE AUTHORIZATION FOR PSA CONTRACTS
Contract Value - PSA up to$10,000* Division Head
$10,001 to $100,000 Director of Procurement & Contracts
$101,000 - $250,000 Assistant VP Finance
$250,001 - $500,000 VP Finance & Treasurer
$500,001 - $1,000,000 President
Greater than $1,000,000 Board of Trustees
*There must be no changes to the AU PSA or PSA Work Made for Hire or the terms and conditions; vendor must be an existing supplier; otherwise, the PSA or PSA WMFH must be signed by PCD.
AU ONE CARD
What is the AU Purchasing Card?
The AU Visa Purchasing Card(One Card) allows authorized cardholders to make departmental operations-related purchases less than $500 directly from suppliers without having to fill out requisitions, process purchase orders, and reconcile invoices.
How do I get an AU Visa Purchasing Card?
Employees who have been with the University for four (4) months, completed the probation period, and who have the approval of their supervisor, are eligible for the Visa Purchasing Card.
How long will it take to get an AU Visa Purchasing Card?
Once the required paperwork is completed and received by PCD, it usually takes 10 days to receive the card.
Does the bank issuing the AU Visa Purchasing Card do a personal credit check first?
No.
When can I use my AU Visa Purchasing Card?
A mandatory training session is required prior to receiving the purchasing card. After the training is completed, the card will be activated.
What can I purchase on my AU Visa Purchasing Card?
The card is designed for small purchases, $500 or less.Items that can and can't be purchased on the card are listed in the AU Visa Purchasing Card Manual.
What if I need more money on my card?
A request for additional funds must be made by your immediate supervisor via e-mail to Mary Green.
What do I do if my Purchasing Card is rejected?
Contact Mary Green at x3813 or via email.
What do I do if my AU Visa Purchasing Card is lost or stolen?
Contact Bank of America at 1-888-449-2273 immediately. After notifying the bank also notify Mary Green.
What do I do with my receipts?
It is the cardholder's responsibility to maintain adequate documentation of all transactions. Documents related to purchases and receipt of goods must be retained for five (5) fiscal years by all departments.
Does someone have to approve my purchases?
The cardholder's supervisor is responsible for their use of the card.
Can I lend someone in my department my card?
All purchase transactions must be made by the cardholder. If a department needs more than one cardholder, additional cards can be issued in their respective name with the same general ledger account number
I want to use another General Ledger (G/L) account number, but I can't find it listed in the Works System.
To have G/L account numbers added to the Works System, e-mail Mary Green at mgreen@american.edu.
How do I get a copy of last month's statement?
You can retrieve up to a year of prior statements by running a spend report under the reports tab. Under the spend report, please select the date range for your report, then select ‘submit report’ to receive a PDF-formatted report.
Who should I call if I have a problem with my account?
Mary Green at x3813 or Evan Bradford at x3814.
How do I get access to a Staples Account?
Complete an Eway Add-A-Buyer form (link) and send it to Mary Green.
Can office-related products be purchased from vendors other than Staples?
Staples is the preferred office supplies vendor for the University because Procurement & Contracts has negotiated discounted pricing with them. However, if you need a specialty item or wish to purchase office equipment from another vendor, call the Procurement & Contracts office for assistance.
If I need to buy a lot of an item, can I get a discount?
E-mail Mary Green to negotiate additional discounts with vendors.
ON LINE ORDERING OF AU STATIONERY
How do I order AU Stationery?
Our on line stationery orders can be access through the general Staples Office Supply Website. Go to eway.com then click on the "Custom Print" tab.
How do I order AU business cards?
Business cards cann also be ordered one line. Go to eway.com then click on the "Custom Print" tab.
Who checks the proofs before printing?
The requester checks the proofs before printing. An email copy of the proof is sent. Click on "View PDF"; Save File; and email the proof for review and approval before placing your order.
What happens if there is a misspelling or changes need to be made?
All changes should be made before you hit "Confirm Order" button. Once you place the order you will be charge.
How long should I expect to wait for my order to be shipped to me?
8 business days.
Who should I call if I need a special order?
Marvette Y. Smith 202/885-3812 or msmith@american.edu
TRAVEL
Does the university have a travel policy?
Yes, please see our travel website.
Does the University have an approved travel agency?
We currently have three (3) approved travel agencies
Marathon Travel Agency
Phone: 800 826-2978
Fax: 715 345-2192
Macnair Travel Agency
Phone: 703 836-1100
Fax: 703 836-2078
Travel Plus Travel Agency
Phone: 800 730-1010
Fax: 800 842-0676
What hotels does the University recommend?
Locally, American University has agreements with:
Holiday Inn Georgetown
Marriott Courtyard
Embassy Suites
Club Quarters
How do I rent a car?
Enterprise Rent-a-Car will rent to American University with a purchase order. Please forward the confirmation form to Purchasing and enter a requisition into the Datatel System. Purchasing will forward a signed Purchase Order to the company to confirm your reservation.
We have discount deals with:
Avis Discount Number L407380
Hertz Discount Number CPP0009755
Please be aware that a credit card is needed to rent from these two companies.
How do I rent a bus?
The following bus companies will take a reservation for a bus rental. Please forward the confirmation form to Purchasing and enter a requisition into the Datatel System. Purchasing will forward a signed Purchase Order to the company to confirm your reservation.
Scenic America
Golden Touch Limo
Quality Transport
MISCELLANEOUS SERVICES
Who should I call if a typewriter needs to be repaired?
A to Z Typewriter Company 703 522-7090
Who should I call if my Konica Copier is broken?
Konica Minolta Service 800 456-5664.
Who should I call if my Xerox Copier is broken?
Xerox Service 800 339-7887
Who should I call if my Canon Copier is broken?
Ameritel Corporation 301 251-0222
Who should I call for coffee service?
Joe Ragan Coffee 703 569-6188
Who should I call for water service?
Deer Park Water for water coolers 240 882-7352. Spectrum Water Systems for inline water filtration system 410 302-8595
Who should I call for shredding services?
Rent-a-crate
301 210-6900
