Supporting the business cycle of College transactions from procure-to-pay. For questions on these topics contact Purchasing and Payables.
Purchasing Topics
- Procurement Authority
- Identifies which employees are authorized to acquire goods and services on behalf of the College.
- Purchasing & Contracting Framework
- Guidance and resources for obtaining goods and services from outside sources.
- Sustainable Purchasing Recommendations
- Guidance relating to sustainable procurement.
- Current Campus Vendors
- Information for campus purchasers.
- How to Apply for a Pcard
- Information on eligibility, request process and requirements of cardholders.
- Pcard Usage and Policy
- All cardholders are responsible for understanding the parameters of the College’s pcard program and individual pcardholder requirements.
Payables Topics
- Expense Policy
- These policies and guidelines establish when the College will pay expenses of any employees conducting business on its behalf.
Preferred Methods of Payments for Vendors and Employees
Employees should use the following guidelines when making purchases for college-related business.
- Foreign Transactions
- Transacting College business in foreign currency requires some additional attention by the employee when submitting expenses.
- Vendor Payments
- Use the following steps to initiate a request for payment through the Accounts Payable office.
- Mileage Reimbursement
- The guidelines for requesting reimbursement for the use of your personal vehicle for College business are provided below.
- Reimbursement
- Employees should use the following steps to initiate a request for reimbursement of a College expense.
- Sales Tax Exemptions
- Gettysburg College, as a nonprofit educational institution, is exempt from sales tax in several states. Refer to the information below for guidelines and locations that sales tax exemption can be used.
- Travel Advance
- A cash advance is available to employees to facilitate College business travel. Accounts Payable will issue a check upon receipt and approval of the appropriate request.
Purchasing Forms
- College Purchase Order (XLS)
- Independent Contractor Agreement for Tangible Services (PDF)
- Independent Contractor Agreement for Professional Services (PDF)
- Purchasing Card Application
Payables Forms
- Employee Reimbursement Form
- Check Request Form
- Check Request and Event Agreement
- Form W-9 (DocuSign Secure Form)
- Form W-8BEN (DocuSign Secure Form)
- Form W-8BEN-E (DocuSign Secure Form)
- Form 8233 (DocuSign Secure Form)
- Travel Advance Form