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Frequently Asked Questions

ELLUCIAN (COLLEAGUE)

How do I get access to Colleague?
The Office of Information Technology (OIT) is responsible for setting up new accounts in Ellucian (Colleague). You may also access the Colleague Account Request Form here http://www.american.edu/oit/software/Datatel.cfm

Are there Colleague training classes?
The Office of Information Technology (OIT) conducts online training classes on how to access Ellucian (Colleague). You may visit the "Learning" tab on your AsuccesfulU site or visit the Technical Training Opportunities page to learn more about creating a Purchase Requisition and General Ledger training videos. Furthermore, a training video on how to create a requisition is also available in the following link:

Colleague Purchasing Training Video

How can I check on the status of my requisition?
In the Ellucian(Colleague) system, select the RINQ screen. Enter the requisition number. At the top of the page in Ellucian (Colleague), the status bar will say PO CREATED. The PO number will be listed in a box in the upper right corner under the Status Date.

How can I tell if my Purchase Order has been paid?
In the Ellucian (Colleague) 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, please review the following link:

Checking the status of Reqs and POs in Datatel

How to I find a Vendor ID Number?
In the Ellucian (Colleague) System, select the VEND (Vendor Maintenance) screen and type in the Vendor's name. A list will populate if there is more than one vendor with that name. The Vendor ID appears below the vendor name. For further assistance contact Procurement and Contracts at pcd@american.edu.

How do I add a vendor to Ellucian (Colleague)?
In order to add a vendor to Ellucian please have the vendor complete the Vendor Application Form, attach the W9 form and send both to AP_Vendor_Request@american.edu

PURCHASING REQUESTS

How long does it take for a purchase requisition to be processed into a Purchase Order?
Approved requisitions are usually issued as Purchase Orders within 48 hours, unless the required paperwork (contract, invoice, back-up paperwork or bid documentation for purchases over $10,000) has not been received by the PCD office which can then delay the time taken to process a PO.

How do I release encumbered funds?
E-mail one of the Procurement & Contract staff members for assistance at pcd@american.edu.

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 to be added to pcd@american.edu. Please note that blanket purchase orders can only be increased in compliance with PCD Policy.

What information is required to process a payment before goods or services are received?
An invoice, registration form, subscription form, quote, or other applicable document that states the cost, the description, delivery date (if applicable) must be forwarded to the appropriate PCD buyer.

Can I have a check held and not mailed?
All checks should be issued and processed by Accounts Payable. However, if there is an overwhelming, legitimate business reason, a check may be held for pick up or send to the end-user’s office. To withhold a check, users need to put the request on the invoice face during their approval processing in WebNow. In situations where the vendor has elected to receive funds via ACH (direct deposit), the electronic payment process would override the request for a manual check and the request for withholding the check.

Who can I call if I need help with a Purchase Order?
Contact the appropriate Procurement & Contract buyer for assistance with your order. Click here for a Buyer List

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 (including vendor contracts). The University has delegated the signing of PSA for services rendered by individuals as described below:

Signature Authorization For PSA Contracts

Contract Value - PSA
Contract Value - PSA < $10,000* Division Head
Up to $100,000 Senior Director of Procurement & Contracts
> $100,000 - $250,000 Assistant VP Finance
> $250,000 CFO, VP Finance & Treasurer
Above $500,000 President’s Approval
Above $5 mil Reported to President & 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 Corporate Credit Card

What is the AU Corporate Credit Card?
The AU Visa Corporate Credit Card  allows authorized cardholders to make departmental operations-related purchases less than $5000 directly from suppliers without having to fill out requisitions and process purchase orders.

How do I get an AU Visa Corporate Credit Card?
Employees who have completed their probationary period, and who have the approval of their supervisor, are eligible for the Visa Corporate Credit Card.

How long will it take to get an AU Visa Corporate Credit Card?
Once the completed and signed Corporate Credit Card Application is received by PCD, it usually takes 10 business days to receive the card.

Does the bank issuing the AU Visa Corporate Credit Card do a personal credit check first?
No.

When can I use my AU Visa Corporate Credit Card?
A mandatory training session is required prior to receiving the Corporate Credit Card. After the training is completed, the card will be issued and can be used after card activation.

What can I purchase on my AU Visa Corporate Credit Card?
The card is designed for small purchases, $5000 or less. Items that can't be purchased on the card are listed in the Restricted Commodities List

What if I need my per transaction limit increased?
A request to adjust card limits must be made by your immediate supervisor via e-mail to corporatecard@american.edu

Why is a transaction on my Corporate Credit Card rejected?
Contact PCD at corporatecard@american.edu

What do I do if my AU Visa Corporate Credit Card is lost or stolen?
Contact PNC Bank at 1-800-685-4039 immediately. After notifying the bank also notify PCD at corporatecard@american.edu

What do I do with my receipts?
For transactions $50.00 and higher, receipts needs to be scanned, uploaded, and linked to transactions in the Visa IntelliLink System.
For all expenses paid by grants, private or public, all receipts must be scanned, uploaded, and linked to transaction in the Visa IntelliLink System regardless of transaction amount.

Does someone need to approve my purchases?
Yes. The cardholder is responsible for signing off on their transaction in the Visa IntelliLink System. The transactions are then routed to the cardholder supervisor for approval.

Can I lend someone in my department my card?
No. All transactions must be made by the cardholder. If a department needs ta sharable card, contact PCD to apply for a department card.

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 pcd@american.edu

How do I get a copy of last month's statement?
You can retrieve up to two years of prior statements by running a Transaction Search - Personal report under the Reports link. Under the Transaction Search - Personal report, please select the date range for your report, then click on Search. You can download the search results to either PDF or Excel formats by clicking the Export links below the last transaction.

Who should I contact if I have a problem with my account?
The Corporate Card Administrator at corporatecard@american.edu

Is it possible to lose my Corporate Credit Card privilege?
Yes. Refer to the Corporate Credit Card Policy for all situations that may lead to suspension or revocation of Corporate Credit Card.

My Corporate Credit Card is suspended, when will I be able to use it again?
Suspension period is 90 days and Card privilege is reinstated automatically after the suspension period is completed.

May I request my Card privilege reinstated before the 90th day?
No, Card privilege cannot be reinstated early during suspension.

My Card privilege was revoked. How long do I need to wait before applying for another card?
Revocation of Card privilege is permanent. You will not be able to receive another AU Corporate Credit Card.

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 on-line through WB Mason Office Supply website.

How do I get access to a WB Mason Office Supply Account?
Complete the WB Mason New User Form and send a request to Evan Bradford through pcd@american.edu

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 contact PCD for assistance at 202.885.3814 or email us at pcd@american.edu

If I need to buy in bulk , can I get a discount?
Contact PCD at pcd@american.edu

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?
Contact Evan Bradford at ebradfo@american.edu or pcd@american.edu

TRAVEL

Does the university have a travel policy?
Yes, please the following link Travel Policy

Does the University have a preferred travel agency?
American University’s preferred Travel provider is:

World Travel - AU Travel Portal
AU Account Manager
Lisa Parks
T: 610.695.6059
C: 484.803.3526
lparks@worldtravelinc.com

Travel Counselors:
Kati Ficco kficco@worldtravelinc.com
Gwyn Nicholl gnicholl@worldtravelinc.com
Contact Phone Number: 888-305-9160
Email address: autravel@worldtravelinc.com

What hotels does the University recommend?
Locally, American University has negotiated rates with the following:

  • Marriott Courtyard
  • Embassy Suites
  • Residence Inn Marriott
  • Hilton Garden Inn
  • Glover Park Hotel

A List of Hotels can also be found at the following link for those seeking accommodations for friends or relatives at reduced rates:
http://www.campustravel.com/university/american/index.htm

How do I rent a car?
Enterprise Rent-a-Car is our preferred vendor and will rent to American University with a credit card.

AU has negotiated discounts with these car rental companies. However, the traveler must provide their own credit card:

  • Enterprise Rent a Car Discount Number is XZ16997 for business travel (21 years of age and over only) and XZ16998 for Leisure.
  • Avis Discount Number B448700
  • Budget Discount Number D639800

How do I rent a bus?
The following bus companies will take a reservation for a bus rental. An agreement or confirmation should be forwarded for review and signature to Alex Stanchfield at alexstan@american.edu

  • Golden Touch Limo
  • Quality Transport
  • Beltway limousine
  • DC Trails

Buses must have at least 5 million dollars auto liability insurance.

MISCELLANEOUS SERVICES

Who should I call if my Copier is broken?
Tara Stratford
Phone:202-885-3813
Email: tstratfo@american.edu or pcd@american.edu

Who should I call for coffee service?
First Choice Coffee is the preferred coffee services supplier for American University.  Contact:

First Choice Coffee Services
7518-I Fullerton Road, Springfield, VA 22153
Ph: (703) 569-6188

Contact Charlotte Needham at c.needham@firstchoiceservices.com to place orders or to request technical support or contact Tara Stratford at 202-885-3813 or email at pcd@american.edu

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: Barry P. Whelan
Phone: (215) 850-6934
Email: bwhelan@quenchonline.com

Or

Alex Stanchfield
Phone: 202-885-3812
Email: alexstan@american.edu or pcd@american.edu

Who should I call for shredding services?

Alex Stanchfield
Phone: 202-885-3812
Email: alexstan@american.edu or pcd@american.edu