Making Purchases
There are two ways to purchase goods or services for business use. Approved faculty and professional staff can make purchases with departmental funds using the SAP Ariba online marketplace or the Purchasing Card (P-Card).
SAP Ariba
An online marketplace for faculty and professional staff to make purchases and track payments. Users of SAP Ariba are required to adhere to the Purchasing Policy and SAP Ariba Terms and Conditions. SAP Ariba is accessed through DrexelOne under the Employee tab.
For purchases from all suppliers for any good or service that is not eligible to be made with the Purchasing Card (P-Card), please log into SAP Ariba to place your order. There are multiple forms depending on the circumstances of the request: non-catalog purchase, sole source purchase, multi-year purchase, etc. Specific transaction details, such as shipping information, billing address, restrictions, etc., are dependent upon the purchasing method used.
New suppliers are required to register via the SAP Business Network. If you enter a new requisition in SAP Ariba and your supplier is not found, you will need to manually input the new supplier’s information. They will be sent an invitation to register as a Drexel supplier.
Purchasing Card (P-Card)
A credit card method of payment for members of the Drexel community. 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. Cardholders are responsible for adhering to the P-Card Policy and P-Card Guidelines.
What Purchasing Method Do I Use?
| Is what you need available in a SAP Ariba supplier punchout catalog? |
| IF YES: |
Make your purchase through that catalog in SAP Ariba. |
| IF NO: |
If what you need is not available through punchout supplier catalogs, then complete a Non-Catalog Item Form in SAP Ariba or if appropriate, a sole source justification form or multi-year form. |
| IF NO: |
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.
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. 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 Procurement Services. |
Purchasing Policy, B.2 & 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.