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COVID-19 Operations: Procurement

This page outlines Procurement Services' adjusted operations as a result of University precautions regarding COVID-19. Drexel University is committed to preserving and maintaining the health and safety of all members of its community. Details on all University-wide measures being taken can be found on the Drexel coronavirus website.

Announcements

Accounts Payable and Procurement Services have moved to a remote work model under their COVID-19 business continuity plan. Please know that we remain committed to supporting the University and are fully functional as we navigate through this unprecedented situation together. This page will be updated as circumstances change. Thank you for your understanding and flexibility.

Drexel University Proudly Supports Black- and Brown-Owned Businesses — June 18
Unrestricted Expense Management Plan for FY'21 — June 5
P-Card Program Changes Effective Friday, March 27
Purchasing & Expense Management Updates — March 17, 2020
Postponed: 2020 Supplier Expo — March 17, 2020
Travel & Purchasing Updates — March 5, 2020

Frequently Asked Questions

Procurement

How is purchasing affected by the coronavirus pandemic?

All non-essential spending should be halted immediately. Procurement Services has notified Nestle/Ready Refresh, DocuVault, and Canon to discontinue all campus services and/or deliveries effective close of business on Friday, March 20. Read the complete announcement here.

Out of an abundance of caution due to concerns about the potential for cyber-enabled financial crimes, Drexel is suspending its P-Card program until further notice, effective Friday, March 27. Select cards directly related to critical areas of business operations and research activity will remain active. Now that Drexel’s operations are predominantly off-campus, with all travel prohibited, most critical purchasing needs can be accommodated through our Smart Source system. Please remember that all expenses, regardless of purchase method, must be approved by a supervisor or financial administrator before purchase. Read the complete announcement here.

Should I be ordering business-critical supplies?

Yes. There has been a significant disruption in the global supply chain, so please be aware of your inventories and order appropriately to plan for several months.

How should I handle purchasing in-demand supplies (e.g. cleaning, sanitation and personal protective equipment products) affected by the coronavirus pandemic?

Pay close attention to pricing and do NOT order items at inflated pricing. Please visit the Procurement Services website for information about purchasing such products.

Please refer to this guidance document [PDF] from the federal government regarding precautions to take when purchasing personal protective equipment (PPE). If you have any questions, concerns, or needs with respect to PPE or other purchases related to the COVID-19 situation, please contact sourcing@drexel.edu.

Where do I charge my COVID-19 related purchases?

Unbudgeted expenses directly related to the COVID-19 emergency response should be charged as follows:

  • Chart D: 110001-5999
  • Chart S: 111001-5999
  • Chart O: 112001-5999

Are there any Smart Source workflow changes I should know about due to the pandemic?

Yes. Procurement Services implemented changes to requisition review workflows to ensure appropriate stewardship of essential Drexel funds during this critical and unprecedented time. Strategic Sourcing is reviewing all requisitions of $100 or more, and Procurement leadership reviews all requisitions of $50,000 or more. In addition to reviewing to ensure that goods or services meet a critical need during modified operations, Strategic Sourcing is also reviewing to ensure that purchases directly related to COVID-19 response are allocated to the appropriate cost center.

Am I able to submit requisitions for events right now?

No. Due to the current coronavirus situation, and consistent with Drexel University's support of social distancing to mitigate the impact of COVID-19, we are currently returning requisitions for events scheduled for the near future. Please contact sourcing@drexel.edu should you have any questions.

Will the University pay for any expenses related to working remotely?

No. The University will not pay for electricity, internet or phone services, office supplies, etc. Should you need a laptop, please work with your supervisor and/or financial administrator to borrow one from IT that can be returned once we are back to normal operations. You may also work with your supervisor if you would like to temporarily take certain equipment from your office to your home to utilize during this time. Given the numerous options for sharing documents online, there should be little to no need for printing capabilities by remote staff. Please note that Comcast is offering special internet services during this crisis: internetessentials.com.

What if, due to coronavirus concerns, I need or want to change any personal or professional travel arrangements already booked through Drexel’s Business Travel portal?

You can contact World Travel Inc. directly at 855.809.8166 or drexeltravel@worldtravelinc.com, should you have any questions or concerns. Please also visit the Procurement Services website for more information about the logistics associated with travel bookings on behalf of Drexel.

How do I clean and sanitize my printing devices?

Please consult this PDF provided by Canon that outlines steps to disinfect your printing devices. Please do not submit service requests to Canon for the purposes of device cleaning.