1. Purchasing

Purchasing

Anyone who is running a grant/funding source through the Department of Fisheries and Wildlife has the ability to work with the credit card custodian to make purchases up to $5000 (including taxes, shipping/fees, etc.) Send an email request to FW.Purchasing@oregonstate.edu to make a purchase. Each new request should include the following information, as well as PI approval:

  • Index # -- Be sure to CC the PI of the index if it is not you
  • Website -- Copy paste the direct link to the item you want to purchase.
  • Description -- What kind of item is it, item number, color, size, etc.
  • Price -- Please include shipping and handling when calculating. If you do not give specific instructions on shipping (i.e. overnight, 2-day, etc.) I will automatically select the least expensive option.
  • Quantity
  • Justification -- A brief explanation about the allowability, allocability, reasonableness and benefit to the project (i.e. This item is allowable on grant XXXXX and will enable us to… )

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BennyBuy allows faculty and staff to search and shop online for products and services from OSU’s contracted suppliers. The system also provides the ability to create purchase requisitions for non-contracted suppliers.

BennyBuy Walkthrough

  • Login HERE using your ONID login credentials.
  • You have two shopping methods:
  • “Punch Out” to the vendor website by selecting the store logo: You’ll shop like normal and anything you put in the cart on the vendors website will transfer back into your BennyBuy cart when you hit ‘Checkout’ on the vendor page.
  • Search Bar: Type what you are looking for in the search box and designate the type of supply using the drop down menu (i.e. everything, lab supplies, office supplies, books, etc.).
  • Verify that the items in your BennyBuy cart are the items you want to purchase
  • If you have budget authority for purchases you may click “Proceed to Checkout” OTHERWISE you will need to “Assign the Cart” to your PI/Faculty Advisor by clicking on the ‘Search for and Assignee’ hyperlink and typing in their name. Make sure to put your justification for needing the item in the notes/comments box here.
  • You will need to enter in the “Ship To” information by clicking on the “Required Field” hyperlink.
  • *Please note, you will need to enter the actual address of Nash Hall (2820 SW Campus Way) in order for the system to find our department address. Edit the contact lines as appropriate for your order and then click “Save”.
  • Click “Billing” on the menu to the left.
  • You will need to enter in the “Billing address” information by clicking on the “Required Field” hyperlink.
  • *Please note, you can type in “AMBC” into the search field and select their Hovland Hall location, Edit the contact line to "AMBC" as the addressee.
  • Click on “Accounting Codes” on the menu to the left. You will need to enter the “Index” and “Account” information by clicking the hyperlinks labeled “Required Field”. This is a list of the most frequently used account codes in FW, as well as accountant contact information if you have questions.
  • Once you have filled out all the required information (all the check marks to the left will be green) you can click the “Place Order” button at the top of the page. This will route the order for approval through the PI and business office.

 

Employees and non-employees can be personally reimbursed for purchases totaling less than $100.00 but should be used infrequently. Project supply purchases, hosting of official guests, and celebration supplies are typical personal reimbursement purchases. Reimbursements need to be submitted within 60 days of purchase, or 60 days after the conclusion of the travel/fieldwork during which the expenditure was made.

  • For travel reimbursements you will fill out a Travel Expense request via Concur including index and original receipts.
  • For personal reimbursements you will fill out a Non-Travel Expense request via Concur including index and original receipts.

For questions about this process please contact our office specialist to assist you. For more information about OSU policy please see the Personal Reimbursement Fiscal Operations Manual. 

If the traveler does not have an ONID account (no OSU affiliation) they will need to fill out and submit a non-OSU travel reimbursement form for travel reimbursements or a non-OSU personal reimbursement form for non-travel related reimbursements. 

 

Any packing slips or invoices that are mailed to the department need to have a full name, date, and index number on them. If this information is not visible on the statement, please write it on the top of the statement and then place it in the "invoices" box in the mail room.


 

Reimbursement Guidelines

Expenditure Types

 

 

If you are hosting a guest for an OSU related event, meeting, talk, etc. you are able to bill those expenses to an OSU index. For complete policy information and allowable expenses visit the Hosting Groups & Guests page on the Finance and Administration website. 

Alcohol purchases must be approved by the department head **prior** to the event - they will provide the appropriate index. 

The following information is required as backup in Concur when reconciling your T&E card. If you used direct bill or the FWCS card please submit this information to fw.purchasing@oregonstate.edu within seven (7) days of purchase to ensure quick payment processing. 

  • Event name
  • Date of event
  • Location of meal/event
  • Index for billing
  • Full name of each attendee
  • Business purpose for the purchase
  • Attached copy of itemized invoice - alcohol and food must be on separate itemized tabs for billing purposes.
  • Attached copy of event flyer, agenda, or announcement 

If you have any questions please email fw.purchasing@oregonstate.edu.