How do I get access to Datatel?
The Office of Information Technology (OIT) is responsible for setting up new accounts in Ellucian (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 Ellucian (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 to purchase good and or services. A Purchase Order is issued by the Procurement & Contracts staff. If you have any questions regarding requisitions please contact us at firstname.lastname@example.org.
When do I need a purchase order and not a disbursement request?
A Disbursement Request is used to individuals and independent contractors for out of pocket expenses. A Purchase Order is used when contracting with a corporation and or a LLC for goods and services.
How can I tell if my request has been turned into a purchase order?
In the Ellucian (Datatel) system, select the RINQ screen. Enter the requisition number. At the top of the page in Ellucian (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 Ellucian (Datatel) System, select the PINQ screen. Enter the purchase order number. At the top of the page look for the PO Status, it should read PAID or Reconciled. The voucher number will be listed in a box in the upper right corner. For more details regarding checks please contact AP.
How to I find a Vendor ID Number?
Access the VEND screen and enter in the Vendor's name. For further assistance contact Procurement and Contracts at email@example.com.
How do I add a vendor to Ellucian (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.
How long does it take for a requisition to be processed into a purchase order?
Prepayments are usually processed within 48 hours, unless the required paperwork (contract, back-up paperwork, more than $5,000 and requiring bids) has not been received by the PCD office which will then cause a delay and the requisition to be put on hold.
How do I release encumbered funds?
E-mail one of the Procurement & Contract staff members for assistance at firstname.lastname@example.org.
Who should I contact if I need help with Ellucian (Datatel)?
Email one of the Procurement & Contract staff members for assistance at email@example.com.
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 at firstname.lastname@example.org.
Who do I call if I need to change the amounts or quantity on a purchase order?
Contact the PCD staff member who processed the order or email email@example.com.
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 Ellucian (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 VISA PURCHASING CARD
What is the AU Purchasing Card?
The AU Visa Purchasing 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 completed the probationary 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?
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 firstname.lastname@example.org.
What do I do if my Purchasing Card is rejected?
Contact PCD at email@example.com.
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 PCD at firstname.lastname@example.org.
What do I do with my receipts?
It is the cardholders responsibility to maintain adequate documentation of all transactions. Documents related to purchases and receipt of goods must be retained for two (2) fiscal years by all departments.
Does someone have to approve my purchases?
The cardholders 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 email@example.com.
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?
PCD at firstname.lastname@example.org
How do I get access to a WB Mason Office Supply Account?
Send a request to Beth Jones through email@example.com.
Can office-related products be purchased from vendors other than WB Mason?
WB Mason is the preferred office supplies vendor for the American University. PCD has negotiated discounted pricing and preferred terms with them. However, if you need a specialty item please PCD for assistance at 202. 885. 3811 or email us at firstname.lastname@example.org.
If I need to buy in bulk , can I get a discount?
Contact PCD at email@example.com.
ON LINE ORDERING OF AU STATIONERY
How do I order AU Stationery?
Our on line stationery orders can be access through the WB Mason Office Supply website.
How do I order AU business cards?
Business cards can be ordered online through WB Mason Office Supply website.
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 Smith ext.3812 or firstname.lastname@example.org
Does the university have a travel policy?
Yes, please see our travel website.
Does the University have an approved travel agency?American University preferred Travel Management Company is:
Contact Phone Number: 888-305-9160
Email address: email@example.com
Locally, American University has agreements with:
Holiday Inn Georgetown
Hilton Garden Inn
How do I rent a car?
Enterprise Rent-a-Car is our preferred vendor and will rent to American University with a purchase order. Enter a requisition into Datatel and purchasing will forward a signed Purchase Order to the company to confirm your reservation. Enterprise Rent a Car Discount Number is W10939.
AU has discounts with the following car rental departments listed below, however, the traveler must provide their own credit card.
Avis Discount Number L407380
Hertz Discount Number CPP0009755
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.
Golden Touch Limo
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?
Phone Cell: 301-343-2343
Phone Office: 703-421-5854
Xerox Service 800 339-7887
Who should I call if my Canon Copier is broken?
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 Customer Service 1-800-325-3337
Quench Water Systems for inline water filtration system
Contact: Karen Kelly
Phone: (202) 255-5502
Who should I call for shredding services?
Cintas Document Management Maryland-DC Norther VA
Phone: 240-294-0389 Fax: 240-294-0395