Subject: Procurement Card replacing LDPO at Ohio State
 
 With the implementation of the ARMS Finance System, the University is
 discontinuing its Limited Dollar Purchase Order mechanism for small dollar
 purchases.
 
 In cooperation with Ana Manz, Vicky Moore and Bob Palmer, the computer
 support group has implemented a replacement for the Limited Dollar Purchase
 Order.  The limit (per order) is still $400, and there are explicit rules (as
 before) about what can and cannot be ordered by the new Department
 Procurement Card Request.
 
 On the web, you can access the new accounting forms via:
 
  www.chemistry.ohio-state.edu
    -->  Support
       -->  Accounting
 
 Click on the "Department Procurement Card Request".
 
 Here is how it works.
 
 (1) Any initiator can submit a request via the web form and they are verified
 by their chemistry username and password.  They can type in the information
 for the vendor (including address, FAX number, etc) as well as the
 quantities, costs, etc.  There is even a calculate button that can be clicked
 to verify that the amount is less than $400.
 
 There are checks at this stage to guarantee that the mandatory items are
 provided.  The initiator must have a Chemistry E-mail account and the request
 must occur from a computer within our Chemistry buildings.
 
 --> The initiator MUST contact the vendor FIRST to get the complete part
 numbers, descriptions and EXACT unit costs for the items of interest.  Please
 note that the FAX number is very important as ALL requests will go out as
 FAXes to the respective vendor by the accounting staff.
 
 --> Each request is assigned a UNIQUE reference number that is tied to your
 specific account number and purpose and can be used for clarification
 purposes with the vendor as needed.
 
 
 (2) When the initiator submits the order, the request is then forwarded (by
 email notification) to the owner of the account number.  Every departmental
 account has an owner, and we have implemented the faculty member or the
 corresponding staff member as the owner of each respective account.
 
 
 (3) The owner of the account gets an email message and the account owner can
 then go onto the web for the specific URL that is requested and either
 approve or reject the request.
 
 --> If rejected, the initiator is contacted by email and asked to clarify the
 purchase with the owner of the account, or asked to correct the mistakes.
 The accounting office is NOT notified with a rejected order, and no order
 will be processed.
 
 --> If approved, the accounting office is notified (by email) and the
 accouting staff will verify the account number and either approve or reject
 the request.  If approved, the request will be FAXed to the vendor with the
 fax number that was provided.
 
 
 (4) All requests submitted to the accounting office by 1 pm will be handled
 the same business day.  All others will be processed by the next business day
 (no exceptions).
 
 During this process, the account owner can print out copies of the
 information for their "archival" purposes.  Please note that the accounting
 office will NOT provide copies of procurement card orders.
 
 Eventually, we will implement a search process for looking for previous
 requests, but that is for the future.
 
 Please use the new Procurement Card system for your purchases under $400 and
 provide feedback about any problems (whatever they might be) to:
 
  support@chemistry.ohio-state.edu