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:
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:
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
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
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
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
firstname.lastname@example.org. 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 email@example.com
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 firstname.lastname@example.org
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 email@example.com
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.
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 firstname.lastname@example.org
If I need to buy in bulk , can I get a discount? Contact PCD at email@example.com
How long should I expect to wait for my order to be shipped to me? 8 business days.
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 firstname.lastname@example.org
Golden Touch Limo
Buses must have at least 5 million dollars auto liability insurance.