Purchasing Resources

An ASC Purchasing Request must be completed prior to making any purchase that will be charged to an ASC/Penn budget account. This applies to all payment methods: Purchase Order, ProCard, Non-PO, and Wire/ACH transfers. 

Purchase Request Form

Commodity Matrix & Purchasing Resources

• University Commodity Matrix
• University Approved Caterers
• University Approved Supplier Search
• Competitive Bidding Policy and Process

NOTE: All supplier contracts must be signed by an authorized individual in the University Purchasing Services department. Please forward contracts electronically to the ASC Business Office for processing through Penn's Purchasing Department.

Purchase Orders

The preferred method of purchasing at the University is to establish a Purchase Order (PO). POs are used for the purchase of supplies or services and can only be used with University Approved Suppliers. (If a vendor is interested in becoming a University Approved Supplier, a request to add a new Penn supplier should be submitted in the Penn Marketplace.)

To obtain a PO number for an approved supplier, an ASC Purchasing Request must be submitted to the Business Office. The Business Office will reply to the request within 48 hours. If approved, the PO number will be provided on the approval email. Suppliers should include the PO number on all invoices.

ProCard

The ProCard is a University credit card provided to individuals who are authorized by the ASC Director of Finance as cardholder eligible. To determine if you are eligible for a ProCard, please email Lindsey Votto. The card is a Penn-authorized purchasing method for low cost, one-time purchases of non-restricted commodities from non-restricted suppliers. Purchasing from restricted suppliers and for restricted commodities is not permitted. Cardholders should follow card usage guidelines to ensure the proper use of the card and retain receipts for all purchases. 

The Business Office will send individuals their statements electronically each month.  The statement should be returned to the ASC Business Office electronically or as a hard copy with the applicable receipts attached by the last business day of the following month.  A business office request should be submitted for all purchases processed on a ProCard. 

Refer to the University Purchasing Card website for more information.