How to Order

Complex or Contractual Purchases

View this page for guidance on complex goods purchases or contractual agreements for services.

Miscellaneous Purchases (formerly "Restricted or NonStandard Goods and Services")

View this page for guidance on miscellaneous purchases (i.e. all purchases that do not appear in any of the categories listed on this page)

Routine Purchases

To purchase goods, departments must use a University approved purchase order generated from the University's PantherExpress (purchasing) System. In order to minimize risks to your department, you should consistently use the University's standard terms and conditions of purchase. If you place orders without a purchase order or an approved contract, you may severely limit your department's ability to file a claim against the supplier if the goods are defective, cause injuries, or cause property damage. Additionally, if the goods are damaged, late, or incorrect, you may have little or no rights to have the goods returned or replaced.

View this page for instructions on how to become a PantherExpress System user.

University-wide Contracted Suppliers

University Policy 05-02-15 requires the use of University-wide contracted suppliers, when available, for the product being purchased. Use the PantherExpress System and the supplier's hosted catalog, punchout, or standard form for purchasing as it is the fastest and easiest way to purchase from University-wide contracted suppliers.

University-wide contracted suppliers offer the best overall value to the University. This means that in addition to discounted prices for the University's most frequently purchased items, University-wide contracted suppliers offer excellent service, direct on-time and generally free delivery, no-hassle returns, a quick and easy paperless ordering and payment process through the PantherExpress System, and other important contractual protections for the University.

When your product is not available through a University-wide contracted supplier

If your requirements are unique, and a technically equivalent product is not available from a University-wide Contracted Supplier, follow this brief guide on how to assess benefits versus risks - and how to make purchases from alternate (i.e. non University-wide contracted) suppliers when necessary.

Foreign Suppliers

Most foreign payees readily accept a US currency check. On the rare occasions when a foreign currency check or wire transfer is required, please see this page for instructions.

Adding a Supplier to the PantherExpress System

As mentioned above, you may have unique circumstances that warrant adding a new (non University-wide contracted) supplier to the PantherExpress System. Under these circumstances, you will need to complete a Supplier Verification form.

1. The supplier should complete Section 1 of the Supplier Verification form and return it along with the appropriate IRS document.
   
   
2. Your department should complete Section 2 of the Supplier Verification Form and submit the completed form with the IRS document to PantherExpress Customer Service (116 Atwood Street).

Reactivating a Supplier

To reactivate a supplier, follow the instructions above on how to add a supplier.

Adding a Purchasing Site:

If a supplier already has a purchasing site on the system, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-688-6078 or email a scanned copy to paymentprocessingcs@cfo.pitt.edu.

If a supplier does not yet have a purchasing site on the system, follow these instructions to add a site: Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-688-6041, email a scanned copy to pantherexpresscs@cfo.pitt.edu, or send through interoffice mail to 200 ATWOD.

Adding a Ship-to Address

Only institutions (colleges, universities, hospitals, etc.) and laboratories can be added as ship-to locations. Home addresses are not allowed. To add a qualified ship-to address, send an email to Kevin Starke (Payment Processing and Compliance) that includes the institution's full name, address, zip code, and a detailed reason for the request. Confirmation will be sent to the requester once the new location has been entered.

Other Changes:

For changes in a supplier’s name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.

Updating a Supplier's Fax Number:

To change a supplier’s fax number please submit the change through the PantherExpress Purchasing inquiry under "other".

Verifying a Supplier - Supplier Verification

Use a Supplier Verification Form to provide PantherExpress Customer Service with the required information to establish a new supplier or change an existing supplier the supplier database. When submitting Supplier Verification Forms to PantherExpress Customer Service, please adhere to the following guidelines:

• Use the only the current version of the supplier verification form found on the "Forms" page. Only current versions of the Supplier Verification Form will be processed.
  

• Only complete Supplier Verification Forms will be processed.

Competitive Bidding

Competitive bidding is required whenever a planned purchase of goods or services will be $10,000 or greater. University policy 05-02-16 outlines the competitive bidding requirements, thresholds for purchasing requirements, and exceptions. It is important to note that competitive bidding is not required when using University contracted suppliers.

Competitive bidding ensures that your pricing will be competitive within the marketplace and makes the supplier more likely to provide its most aggressive pricing and other terms. It also ensures that you are in compliance with University policy. While competitive bidding is not required for purchases under $10,000, it is required that purchasers compare and/or evaluate potential suppliers in order to obtain the lowest total cost.

For purchases between $10,000.01 and $50,000 where the purchase is not with a Contracted Supplier, purchasers may use the Request for Quotation template for the competitive bidding process and submit the documentation with your requisition through the PantherExpress System. For purchases over $50,000, purchasers should work with their assigned procurement specialist to issue a Request for Proposal.

Purchases made with federal grants must also comply with the federal Uniform Guidance. For more information about how Uniform Guidance interacts with University purchasing procedures, please review the Purchasing Goods or Services with Federal Grant Funding resource page.

Selecting Suppliers

University-wide contracted suppliers

Not all suppliers listed in in the PantherExpress (purchasing) System are considered University-wide contracted suppliers. University-wide contracted suppliers are selected through a rigorous evaluation process and consultation with University product advisory groups. These suppliers offer competitive pricing, high quality products, and outstanding customer service. Non-contracted suppliers listed in PRISM are considered approved for use with the exception of goods/services offered by the University’s contracted suppliers.

Selecting Suppliers

University Policy 05-02-15 requires the use of University-wide contracted suppliers, when available, for the product being purchased. Using the PantherExpress System is the fastest and easiest way to purchase from and pay University-wide contracted suppliers and all other suppliers.

When your product is not available through a University-wide contracted supplier

If your requirements are unique and a technically equivalent product is not available from a University-wide Contracted Supplier, follow this brief guide on how to assess benefits versus risks - and how to make purchases from alternate (i.e. non University-wide contracted) suppliers when necessary.

How to add or reactivate a supplier

The supplier should complete Section 1 of the Supplier Verification Form and return it along with the appropriate IRS document. Please note that faxed W-8 forms are no longer acceptable to establish foreign suppliers. A signed original W-8 must be submitted to PantherExpress Customer Service prior to the activation of the foreign supplier.

Your department should complete Section 2 of the Supplier Verification Form and submit the completed form with the IRS document to PantherExpress Customer Service (116 Atwood Street).

How to make changes to a supplier

Adding Purchasing Sites:

If a supplier already has a purchasing site on the system, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-688-6078 or email a scanned copy to paymentprocessingcs@cfo.pitt.edu.

If a supplier does not yet have a purchasing site on the system, follow these instructions to add a site: Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-688-6041, email a scanned copy to pantherexpresscs@cfo.pitt.edu, or send through interoffice mail to 200 ATWOD.

Other Changes:

For changes in a supplier’s name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.

How to update or change a supplier's fax number?

To change a supplier’s fax number please submit the change through the PantherExpress Purchasing inquiry under "other".

Selecting a Diverse Business Enterprise (DBE) supplier

The first choice in supplier selection is always to use a University-wide contracted supplier. The process for determining contracted suppliers considers price, quality, delivery, service and business management in an effort to obtain the best overall value for the University.

At the outset of this process every effort is made to include qualified DBE’s for consideration. If it is discovered that the DBE represents the best overall value to the University during this process, then it is awarded contracted supplier status.

There are several DBE suppliers that are also contracted suppliers. You can find these contracted DBE suppliers on the contracted supplier listing under DBE. If a DBE is not listed as a contracted supplier, then select a suitable non-DBE supplier from the contracted supplier directory.

If you are a researcher attempting to fulfill the requirements of a subcontracting plan, consider using one of the DBE non-contracted suppliers.

Supplier Verification

Use a Supplier Verification Form to provide PantherExpress Customer Service with the required information to establish a new supplier or change an existing supplier the supplier database. When submitting Supplier Verification Forms to PantherExpress Customer Service, please adhere to the following guidelines:

• Use the only the current version of the Supplier Verification Form found on the "Forms" page. Only current versions of the Supplier Verification Form will be processed.
  

• Both sections of the supplier verification form must be completed, otherwise it will not be processed.

Submitting a Supplier Verification form

• Save the complete Supplier Verification Form to your computer.
  
  
• Fax the completed form (including the W-9) to PantherExpress Customer Service at 412-688-6041.

Supplier Verification Time Frame

Depending upon the complexity of the review, it takes approximately 5-10 days to activate a supplier. If the Supplier Verification Form is incomplete or illegible it will be returned to the department, and in such cases, the length of time for supplier activation will depend upon how quickly the department is able to furnish PantherExpress Customer Service with all necessary (and legible) information.

Directed or Sole Source Justification

University policy number 05-02-16 requires competitive bidding for all purchases of goods or services greater than $10,000 with the exception of directed or sole source purchases. University policy number 05-02-17 governs the use of directed or sole source purchases.

Directed or Sole Source Justification Form

University purchasers must use the Directed or Sole Source Justification form to request an exception to competitive bidding by stating the reasons a particular supplier is a directed or sole source. The form is located on the PantherExpress Forms page.

Signatures and Approval

Only deans, department directors and department chairs ("3Ds") may sign as the approver on the Directed or Sole Source Justification Form.

While many people at the University consider the Directed or Sole Source Justification Form to be just another “purchasing form”, it is rather a document that is confirming the fact that the requester does not have any personal financial conflicts with the requested supplier. Only deans, department directors or department chairs would have this information and may sign as approvers on the Directed or Sole Source Justification form as they are the only individuals who will know the personal financial conflicts of faculty and staff and thus it is not an administrative duty and cannot be delegated. Thus associate deans, assistant chairs and others with similar titles may not sign as the approver on the Directed or Sole Source Justification Form. Also, only those directors who are the highest ranking individuals in their departments are considered “department directors”, for example, the Director of the Office of Research, Director of the Payroll Department or the Executive Director of the DLAR. Thus an “administrative director” or “finance director”, for example, may not sign as a department director.

The approver must sign affirmatively recognizing and acknowledging 1) the financial conflict (and how it is being managed) or lack of in his or her area of responsibility and 2) that University business is being directed to a particular company. These items are important as conflicts of interest and competitive bidding are serious concerns for both the University and federal agencies.

Supplier Verification

The Supplier Verification Form can be found on the PantherExpress forms page, and is to be used to provide Purchasing Services and Payment Processing with required information to establish a new supplier or change an existing supplier in the PantherExpress System.

When your product is not available through a University-wide contracted supplier

If your requirements are unique and a technically equivalent product is not available from a University-wide Contracted Supplier, follow this brief guide on how to assess benefits versus risks - and how to make purchases from alternate (i.e. non University-wide contracted) suppliers when necessary.

How to add or reactivate a supplier

The supplier should complete Section 1 of the Supplier Verification Form and return it along with the appropriate IRS document. Please note that faxed W-8 forms are no longer acceptable to establish foreign suppliers. A signed original W-8 must be submitted to PantherExpress Customer Service prior to the activation of the foreign supplier.

Your department should complete Section 2 of the Supplier Verification Form and submit the completed form with the IRS document to PantherExpress Customer Service (116 Atwood Street).

How to make changes to a supplier

Adding Purchasing Sites: If a supplier already has a purchasing site on the system, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-688-6078 or email a scanned copy to paymentprocessingcs@cfo.pitt.edu.

If a supplier does not yet have a purchasing site on the system, follow these instructions to add a site: Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-688-6041, email a scanned copy to pantherexpresscs@cfo.pitt.edu, or send through interoffice mail to 200 ATWOD.

Other Changes:

For changes in a supplier’s name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.

How to update or change a supplier's fax number?

To change a supplier’s fax number please submit the change through the PantherExpress Purchasing inquiry under "other".

Contract Payment Terms other than Net 30

The University's payment terms are net 30. If your contract requires payment terms other than net 30, send an email to PantherExpress Customer Service.

Ebay & Amazon

Placing Departmental Orders though eBay or Amazon

Placing departmental orders through eBay or Amazon is not recommended. However, there is no policy that prohibits purchases from eBay or Amazon that are legitimate, prudent, and otherwise not in violation of any existing University purchasing, P-Card, or other policy.

Generally, while purchases of under $10,000 do not need competitive bidding, it is in a department's best interest to conduct due diligence in all cases to ensure that the lowest total cost of ownership is achieved. This would include salary dollars spent shopping for items; the risks of purchasing from unknown suppliers; including buying "gray market" products that seem new, but are actually being repurchased and do not have warranties; receiving damaged goods and the difficulty in getting replacements or refunds. Also, Purchasing may not be able to provide any assistance if a problem develops with a non-contracted supplier. The ultimate costs can far outweigh any immediate perceived
savings.

From a departmental policy standpoint, PantherExpress-Purchasing Services strongly recommends that departments comply with Policy 05-02-15 to use University-wide contracted suppliers through the PantherExpress System.

Amazon and Sales Tax

Amazon charges sales tax in Pennsylvania. Even though the University is exempt from sales tax, the Amazon Tax Exemption Program only applies to purchases made directly from Amazon.com LLC or Amazon Digital Services, Inc. (Amazon) and ordered via a specific customer account. Sales tax may still be charged on items ordered from other sellers that list products for sale via Amazon. If sales tax is still showing on your orders from Amazon, please contact Amazon via email at auto-exempt@amazon.com.

The University does not have a main account with Amazon that covers all University purchases. Thus, any department that wishes to order from Amazon must establish a department-specific account and be sure that the account is configured as tax-exempt by applying to and visiting this site. You will need to provide a copy of the University’s PA Exemption Certificate.

Other Purchasing Resources

See Purchasing Guides for information on how to purchase goods, services, and event-related bookings.