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Purchasing and Payments

There are two ways for faculty and staff to purchase and pay for goods and services at Drexel.

  • the SAP Ariba online marketplace, or
  • a Purchasing Card (P-Card).

Before embarking on a purchasing process, purchasers should verify that there are available funds in their departmental or research funding sources to cover the cost of the purchase.

SAP Ariba

SAP Ariba is an online marketplace for faculty and professional staff to make purchases and track payments. SAP Ariba is accessed through DrexelOne under the Employee tab.

Purchasing Card (P-Card)

A P-Card is a business credit card available to Drexel employees. The P-Card is used for purchases that cannot be made via SAP Ariba. Users must demonstrate need and must apply for a P-Card.

What Purchasing Method Should I Use?

  • First, check to see if the item or service is available through an SAP Ariba supplier punchout catalog. If yes, go ahead and make the purchase through the catalog.
  • If what you need is not available through a supplier punchout catalog, then complete a Non-Catalog Item Form in SAP Ariba or if appropriate, a sole source justification form or multi-year form. If the supplier is not already registered in SAP Ariba, they will need to get into the system in order to put the order and payment process in motion.
  • If what you need is an allowable P-Card purchase as set forth in the P-Card Guidelines, then you may purchase with a P-Card. Purchases must be made in compliance with the P-Card Policy (view in Policy Directory).
  • If you intend to make a purchase that would exceed the P-Card single transaction limit but is an allowable purchase under the P-Card Policy and Guidelines, contact TandE@drexel.edu. If a purchase is not allowable under the P-Card Policy and Guidelines, please purchase through SAP Ariba or contact sourcing@drexel.edu for guidance.

All goods and services purchased by the University must abide by the Purchasing Policy, P-Card Policy and Guidelines, and SAP Ariba Terms and Conditions.

Spending Guidelines

The table below provides a high-level overview of what is required when making a purchase of a specific dollar amount. For details, please review the Purchasing Policy in the Policy Directory. You may also contact a Procurement Services sourcing specialist at sourcing@drexel.edu with questions.

Dollar Amount  Requirements and Approvals  Reference Source 
Under $10,000 Purchases may be made without solicitation of proposals. SAP Ariba preferred. P-Card use acceptable, but must comply with P-Card Policy. Purchasing Policy, B.1
$10,000 and Over Competitive bidding required unless purchase is justified as a sole source. Competitive bids may be secured as either informal quotes or a formal RFP process to be determined on a case-by-case basis by AP and Procurement Services. Purchasing Policy, B.2 and B.3

 

Sales Tax

Drexel University is a non-profit educational institution exempt from sales tax on select property or services. The tax-exempt number and certificates may not be used for personal purchase at any time, even if the purchase may be reimbursable by the University. Please visit the Office of Tax Compliance website for details. Tax exemption forms can be accessed in DrexelOne.