Texas A&M University-Kingsville

Frequently Asked Questions

How do I…

 1.    Requisition something to be purchased? 

 2.    Get a FedEx Shipping Express Service account? 

 3.    Get a Procurement card?

 4.    Allocate my monthly P-Card charges? 

 5.    Reset my P-Card password?

 6.    Change the limits on a P-Card? 

 7.    Get a Sales Tax Exemption Form?

 8.    Order Business Cards/Letterhead/Envelopes? 

 9.    Order Office Supplies? 

 10.  Order a Computer? 

 

1.    Requisitioning Something To Be Purchased

a.     Refer to the ordering plan “When I need a Product or Service, Who should I buy from First”. (PDF)

b.     Remember to investigate the HUBs available and solicit quotes from them.  As a participant in the goods ordering chain, we are all responsible for assuring the  HUB participation of the University.

c.     Secure at least one written quote.  A catalog or website price is not a reliable quote.

d.     CREATE AN ELECTRONIC REQUISITION, (R doc).

***Some cautions:

i.     A requisition is not a purchase order.  It is notification from your department to SSGS that assistance is needed to complete an order for goods or services.

ii.     Use an R-doc if the purchase is expected to be over $5,000, the bid threshold.  Also, use an R-doc if it is a HEF purchase, if it is a purchase from the State Term Contract or if you are not sure who to buy from.  AND---

iii.     NEVER GIVE A R-DOC # TO A VENDOR

e.      Scan your quote and any other pertinent information in Laserfiche Workflow, which can be accessed by the SSGS purchaser that will eventually process your order.

***Please note:

i.     Closing of the document will insure that the funds are encumbered, even if you do not route the document until later.

ii.     Until you submit the document for routing, the Requisition can be reopened (screen 258) and modified.  After it is routed, it must be rejected back to the creator in order to make changes.

iii.     Use screen 914 to track the progress of the requisition.                         

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2.    FedEx Shipping Account

To get the best pricing for your shipping, you must set up your department’s account using the following steps:

a.     Go to the web page www.eandi.org

b.     On the lower left side of the screen under contract finder, scroll down to FedEx Corporation and click on it

c.     A new window opens, at the top click on “Getting Started Info”

d.     A new window opens, click on “Application”

e.     A new window opens, click on “New account set-up”

f.      Type in Texas A&M Univ - Kingsville as your institution

g.     Fill in the rest of the form with your department’s information

h.     Submit the application and wait for e-mail verification of your account.         

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3.     Get a Procurement card

a.     Submit an application for the procurement card.  Application can be accessed at: http://www.tamuk.edu/ssgs/proc_card.html

b.     Keep an eye out for the campus wide email notifying the campus community of the next P-Card training sessions.

c.     Sign up for an available training class.

d.     Cards will be disbursed at the training session.

e.     Please take into consideration 7 - 10 business days to receive your card after submission of application.         

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4.    Reconcile my monthly Pcard Statement? 

a.     The cardholder, or their account group manager, is responsible for allocating their Citibank statement. Purchases should be reconciled in the Citimanager Global Card Management System (GCMS) at https://www.globalmanagement.citidirect.com/sdng/login/login.do

b.     A step-by-step guide on how to allocate in GCMS is available at http://www.tamuk.edu/ssgs/proc_card.html                   

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5.    Reset my P-Card password?

a.     Call Citibank Customer Service at 800-248-4553, option 1

b.     OR Click on the Forgot your password? link on the GCMS login screen

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6.    Change the limits on a Pcard? 

a.     Credit limit changes must come from your Department Head

b.     Please email the change request to both Rachel Buentello (rachel.buentello@tamuk.edu) and Sara Robertson (sara.robertson@tamuk.edu)

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7.    Get a Sales Tax Exemption Form?

a.     Sales Tax Exemption Form (PDF)

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8.    Order Business Cards/Letterhead/Envelopes? 

To use FedExOffice to order online you will need access to their online Docstore.  If you are not already set to use FedExOffice Docstore please fill out the application forms and return them to our office.

a.     Access FedExOffice DocStore: https://docstore.fedex.com/tamuk_staff

b.     Enter your UserId & password

c.     Select Business Cards and Stationary link

d.     Select the Desired Icon (Business Cards, Letterhead, Envelopes)

e.     You will be taken to the site with all available options; select your preferred style.

f.      Fill in all areas as required below; please note, all email addresses must be a TAMUK email address (personal emails are not permitted).

g.     Enter your FedEx/Kinko’s card number as the user number:

h.     Verify your information is correct and add to your cart.

i.      From there you can either add more items or checkout.

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9.    Order Office Supplies?

To use summus.ediversitynetwork.com to order online you will need access to Summus/Staples.  If you are not already set to use Summus/Staples please fill out the application forms and return them to our office.

a.     Send an email to your supervisor requesting to be set up in the Summus system and request the supervisor’s approval be indicated on the application form (PDF) and the email forwarded to Strategic Sourcing & General Services (procurement@tamuk.edu).

b.     Our Summus account manager will create the account with an identification code and password and send a “Welcome” email to the person making the request.  A copy will also be directed to the SSGS administrator.

c.     The SSGS administrator will send the ordering procedures to the new user.  Currently, Summus is providing a very useful and informative online video.  The link will be provided in the “Welcome” email.

d.     A printed catalog is also available at no cost, if desired.

e.     PLEASE NOTE: a P-Card is required to process office supply orders.  Orders cannot be placed with as P.O.

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10. Order a Computer? 

a.     We now have a website people can go to for a computer quote.  It is configured with the University’s standard PC and laptop. All our systems are configured with our image that includes Win 7 Pro, MS Office 2010, Mcafee, Hummingbird, and other freeware; the PC comes with 5 year warranty and the laptop has 4 years.  www.dell.com/txamkingsville

b.     On this website you can only select from the standard computers.  Optiplex and Latitude are the Dell’s business class computers.  You will have the option to make minor configurations.  If you need a more powerful system you will need to work with Val Ramirez (x5500) in iTech for assistance.

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This page was last updated on: September 25, 2013