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Processes to Avoid

Drexel University upholds legal, professional, and ethical practices that ensure open and free competition. To accomplish that goal, the following mistakes should be avoided by those requesting and making purchases on behalf of the University.

Back Door Purchasing

Individuals and departments should never try to bypass official University protocol and set up their own purchasing operation. Not only is this against University policy, but it indefinitely delays payment to vendors for goods and services provided.

Vendors discovered to be knowledgeable and willing participants in this practice may be banned from doing business with the University.

Discrepant Invoices

Discrepancies normally occur when:

  • A vendor is asked to add additional items to an open Purchase Order (PO) and Procurement Services is not informed, or
  • An order is placed by the department directly with a vendor using a closed PO #.

Bypassing Procurement Services in this manner causes problems for Accounts Payable and delays payment to the vendor indefinitely. Changes to Purchase Orders and Purchase Requests should be performed by Procurement Services to ensure that required approvals are obtained, funds are available, and payments are correctly made to vendors.   

Check Request Misuse

Check Requests should never be used for the purchase of materials, supplies, or equipment. Accounts Payable will forward improperly submitted Check Requests to Procurement Services.

The person making such purchases may be responsible to cover payment to the vendor and will be required to conform to all University policies and procedures related to the items purchased. This will indefinitely delay payment to the vendor. 

Sales Tax

Drexel University is not required to pay state sales tax on most purchases made in Pennsylvania, New Jersey, New York, Florida, and Virginia or on items shipped to an address in these states regardless from what state it was purchased.

Tax exemption laws are complex. If you have any questions whether or not an item is taxable, please contact the Drexel Tax Office (215.895.6880).