COVID-19 Operations: Procurement
This page outlines Procurement Services' adjusted operations during the phased return to campus. This page will be updated as circumstances change. Thank you for your understanding and flexibility.
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 Drexel's Response to Coronavirus website.
Off-Campus Delivery Information
If you require off-campus delivery of business-critical goods, prior to submitting your Smart Source cart, email firstname.lastname@example.org and provide the following:
- Smart Source cart number;
- Off-Campus shipping address;
- and the business case for the order.
Your order will be reviewed and, once approved, you will be informed when the address has been added to the system. The address will be inactivated once normal operations resume.
Amazon Off-Campus Delivery — Multiple Orders
As we continue to accommodate alternative work arrangements due to COVID-19, Procurement has established a process whereby faculty and staff members with an ongoing need to ship Amazon purchases to off-campus addresses may do so directly through Amazon.com using their P-Card. If you have such a need, please contact Dave Collins, Executive Director of Strategic Sourcing and Surplus, at email@example.com and provide an overview of the products to be purchased, the business need for such purchases, and the estimated number of purchases.
For one-time Amazon shipments to an off-campus address or shipments to an off-campus address for any other Smart Source supplier, please refer to the Off-Campus Delivery Information section above.
To resume commonly used services that were previously suspended, such as water delivery and document management and shredding, please contact the appropriate supplier representative to restore the service. Contact information for many Drexel suppliers can be found on the Supplier Information Dashboard in Smart Source. Below is the contact information for some of Drexel's most commonly used services.
Nestle Waters North America (bottled water)
Dave White, Key Account Development Manager
DocuVault (records management and document shredding)
Rocky Lascio, Customer Service Representative
phone: 856.853.5160 ext. 325
Domestic and international travel is beginning to shift in accordance with CDC guidelines. All travel deemed essential must follow the University COVID-19 Travel Guidelines, a preapproval form has been implemented and must be completed prior to booking travel through Drexel’s business travel portal. This form, with instructions, will properly identify travel as grant funded and essential, and will be made available on the Procurement Services website. Currently, domestic approved travel can be book via our travel portal. International travel must be conducted after receiving approval via University COVID-19 Guidelines and notifying the Travel department at firstname.lastname@example.org. Travel will notify and connect the traveler or arranger with World Travel Inc, agents to complete your itinerary.
Off-campus events are slowly beginning to open, however before engaging with a supplier or venue please ensure the event deemed an essential need. We are still encouraging University community to conduct their events with social distancing in mind by hosting webinars, Zoom meetings and conference calls when necessary. All Events that have been approved, the Travel department request suppliers to be registered in SmartSource and submit contracts for review and signature, if applicable at least 1 -2 week(s) in advance.
Drexel University stands as a center of innovation, and it is in that spirit that we must develop creative solutions to the challenges COVID-19 presents to our everyday operations. Purchasing technology for remote use should be viewed as a last resort when adapting to current conditions. There are often options that can be explored to replicate functions in a remote environment without incurring additional costs. For example, Zoom has a built-in whiteboard function, which works with all pen-enabled screens for real-time written instruction. If a pen-enabled screen is not available, Zoom also integrates with most smartphones and tablets on which a free app like Microsoft Whiteboard can be used for the same purpose.
Please consult with your IT support team before making any purchase. They will assist you in identifying replacements for broken or damaged equipment, exploring alternatives for new equipment, and verifying the correct equipment is being requested. Technology purchases will only be made after undergoing careful review to determine if they are essential to business continuity.
Be aware the purchase of some equipment is currently prohibited, including:
- Personal use items such as headphones and microphones
- Recording studio equipment such as lighting, green screens, or microphone filters
- Equipment currently available on campus that can be temporarily taken remote such as monitors, docking stations, keyboards, and mice
- Any item being purchased for use with a non-Drexel owned system
Drexel has eased restrictions on taking office equipment home while remote work is in effect. Everyone is strongly encouraged to retrieve any items, technology or otherwise, from their office on campus that they need to complete their daily work activities. Please consult with your supervisor/department head to make any such arrangements.
Additionally, our technology vendors are extending discounts on numerous items to all members of the Drexel community for personal purchases. More information on personal purchases can be found on the Drexel IT Computer Discounts & Purchases page.
The P-Card program is being assessed for each department/school to drastically reduce the number of cards in circulation by consolidating to department cards, shifting spend to our Smart Source system, and/or transitioning P-Cards to travel cards. Procurement will also be lowering individual card limits based on historic spend for those cards that remain active.
The process of determining reduction of cards will be a collaborative effort: The P-Card office will provide the financial managers and deans a listing of cardholders with card activity comprised of merchant category types (ex. airline, restaurants, transportation) spend. The P-Card office will make the appropriate recommendations to reduce the number of unused cards, lower limits on existing cards, and move to travel-specific cards and closures by transitioning some cards to department cards. Department cards are P-Cards that will offer financial managers and budget owners more transparency and identify areas where departments can consolidate purchases, which will help limit duplication of purchases, as well as ensure we are getting the best quality and pricing for all essential purchases.
Please review updates on event protocol on the Response to Coronavirus website.
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.
For a full list of recent announcements, please visit the Announcements page.