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University Financial Services & Treasury

Procurement

Welcome to University Procurement Services

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WesternU’s Procurement Services is comprised of five (5) distinct service departments: Purchasing, Central Receiving, Asset Management, Mailroom, and Reprographics.  Our mission is to provide the WesternU community with expert and efficient shared business services that are cost effective and time efficient.  Undergirding our mission are the four (4) BE values: be reliable; be responsive, be responsible, and be respectful.

For your convenience, please click on the service department menu below for detailed information and forms.

Have a question or comment? Email us at POINT!

Procurement Organization Chart

Procurement administration:

Senior Director, Procurement Services

(909) 469-5534

Procurement Operations Manager

(909) 469-5455

 

Building locations:

  • Purchasing – HSC Room 120
  • Central Receiving – HEC Room 1070
  • Reprographics – HSC Room 119
  • Material Management – HSC Room 119
  • Mailroom – HEC Room 1070A

 

Hours of operation:

  • Monday – Friday, 8:00 a.m. – 5:00 p.m.

 


Team Members

Rosanne Tabuena
Lead Purchasing Analyst
(909) 706-3876

Melissa Quijano
Purchasing Analyst
(909) 469-5361

Rudy Miranda Jr.
Purchasing Analyst
(909) 469-5618

Charles Stapp
Procurement Analyst
(909) 469-5408

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Our Purpose

The Purchasing Department is authorized to negotiate and execute binding contracts with suppliers to maximize the University’s buying power and to ensure that the goods and services purchased provide the best value to the University. All purchases are to be made through Elixir, the University’s established purchasing system. Unauthorized commitments made by members of the faculty and/or staff are not binding on the University and supplier’s invoices covering these commitments may not be honored.

Requests for an exception to provisions of the policy must be documented in writing by the department head making the request and approved by the appropriate Budget Manager. The Purchasing Department will evaluate all requests for exceptions and make a recommendation for action. Requests for an exception to provisions of the policy must be documented in writing by the department head making the request and approved by the appropriate Budget Manager.

The Purchasing Department is committed to and responsible for reviewing all purchase transactions and issuing a purchase order to a vendor upon ensuring that:

  1. Funding is available for the purchase.
  2. The goods and services are appropriate for the University’s mission of educating medical students and providing community health care services.
  3. Goods and services are purchased at a cost that is fair, reasonable, and within the most efficient time frame possible.
  4. Goods and services are purchased in compliance with University-wide policy and federal, state, and local laws and regulations.
  5. Correct financial and inventory data is entered into the University’s ERP systems (Elixir and Banner).

 

Resources

Forms

Acquisition Summary

Credit References

New ELIXIR Set Up

New Vendor

Request for ELIXIR Training

Request for New Hire Relocation

Information

Accepting Gratuities

Amazon Returns

Buy Used Equipment

Competitive Bidding

Enterprise Car Rental Instructions

Non Competitive Rationale

Ordering Controlled Substances

Purchasing Flowchart

Purpose of the Purchasing Department

Quality Instant Printing 2019 Price List

Software Applications Needed to Process Orders

The IT Department provides purchasing support for workstations, laptops, software, telephones, cell phones and audio visual equipment. Please contact Tech Support (909-469-5432 or techsupport@westernu.edu) for assistance with ordering equipment of this kind. All university technology-related purchases must be made in conjunction with IT.

Team Members

Oscar Camarena
Lead Receiving Associate
(909) 469-5394

Ted Padilla
Receiving Associate
(909) 469-5273

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Our Purpose

The Central Receiving Department is designed to be used specifically for processing WesternU business-related incoming and outgoing package (including mailroom services). The University does not assume responsibility or liability for personal items sent or received by the Central Receiving Department. Also, the Central Receiving Department highly advises against sending any cash or any material that conflicts with the University Code of Conduct, University policies, and/or federal, state, or local laws and ordinances.

Services provided by the Central Receiving Department:

  1. Accept custody of all incoming packages/parcels delivered via common carrier (i.e. FedEx, UPS, Amazon Logistics (AMZL), On-Trac, DHL, freight, etc).
  2. Provide “Proof of Custody Release” documents upon campus request.
  3. Same day delivery of PO-related packages to campus.
  4. Same day delivery of all PCC-related packages directly to PCC.

Services not provided by the Central Receiving Department:

  1. Un-boxing, un-crating, set-up or moving equipment after initial delivery.
  2. Provide packaging materials.
  3. Accept, handle, or deliver personal outgoing or incoming packages.
  4. Delivery of non-PO related items to campus users. These items are to be picked up at the Central Receiving Dock at 701 East 2nd Street.
  5. Delivery of “Controlled Substances” to campus.
  6. WesternU accounts and discount structure with FedEx, DHL, UPS or any other contracted commercial carrier or messenger service may not be used for personal packages.

Verifying Delivery for Invoice Payments:

In order to maintain an excellent credit rating, WesternU requires that vendors must ship all incoming supplies and equipment through WesternU Central Receiving Department in order to be paid in accordance with the vendor payment terms.  Because the University observes a three (3) way match payment procedure (PO, Banner Receipt, Invoice), it is imperative that the Central Receiving Department match an incoming shipment to a previously authorized purchase order as a Banner Receiver.  Hence, it is not acceptable for vendors to be contracted to provide supplies, equipment, and services without an authorized purchase order issued by the Purchasing Department. Without a purchase order, a receiver cannot be issued nor can an invoice by paid by Accounts Payable.

Acceptance of Controlled Substances:

  • All requests for controlled substances must be processed through Elixir by the DEA license holder. The DEA license holder must attach a copy of their DEA license to each and every transaction and select a commodity code of “1 – Controlled Substances”.
  • For each Elixir line item containing a controlled substance, the line item description must include, at a minimum: 1) controlled “substance” name; 2) DEA number; 3) CSA Schedule; and 4) whether the substance is a narcotic (narcotic or non-narcotic). All the information just mentioned appears in the file I have attached that is now a part of your desktop or desk copy.
  • Purchasing Services personnel will review every line item to ensure that the Elixir request has been properly coded and that the proper documentation is included.
  • Purchasing Services personnel will preface each Elixir transaction number with “CS” in the “Ship-to/Attention”.
  • Upon delivery of a controlled substance to 701 East 2nd Street by a common carrier, Central Receiving will not transfer the controlled substance to the user as there is too much risk of corrupting the custody trail. Central Receiving will log the delivery into Airtable and notify the user by phone or email to come to the loading dock and “sign and release custody” of the controlled substance. In the meanwhile, the controlled substance will be secured and locked in a cabinet.

Acceptance of Hazardous Materials:

FedEx and other commercial carriers have very clear guidelines for the shipment of hazardous materials. Central Receiving follows those guidelines and makes every attempt to ensure that hazardous materials are clearly marked and suitable for custody release. In certain cases, additional permits and/or documentation and/or training on DOT and IATA regulations may be required

If a hazardous material has been damaged in transit and is visible to Central Receiving, it will not be delivered to campus or accepted from the common carrier.  The Office of

Environmental Health and Safety should be immediately contacted if any subsequent breach of packaging results in the leakage of hazardous materials. Please contact the respective customer service departments of the commercial carriers for additional information on shipping hazardous materials.

Returns:

Returns or repairs related to items obtained under a University Purchase Order must be coordinated through Purchasing (Email: point@westernu.edu). Unless otherwise instructed, do not bring these to the Central Receiving Department.

 

Resources

Forms

Package Tracking Request

Product Returns

Information

Duties of Central Receiving

Ordering Controlled Substances

Receiving Flowchart

Received Packages – Weekly

Team Members

Julio Del Muro
Lead Mailroom Associate
(909) 469-5448

John Maltos
Mailroom Clerk
COMP-NW
(541) 259-0250

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Our Purpose

The University Mailroom is bound by US Postal Service (USPS) regulations regarding the handling of incoming and outgoing USPS mail, but the Mailroom is not affiliated with the USPS nor does it provide the same services.

WesternU’s Mailroom Services (the “Mailroom”) are designed to be used specifically for WesternU business-related mail. The University does not assume responsibility or liability for personal items sent via the Mailroom.  We strongly advise that personal items be sent through a US Mail facility. Also, the Mailroom highly advises against sending any cash or any material that conflicts with the University Code of Conduct, University policies, and/or federal, state, or local laws and ordinances.

Mail Procedures

Incoming Mail

Delivery of Mail

Assistance with FedEx

Hazardous Materials

Services provided by the Mailroom:

  1. Provide supporting documentation forms for select USPS services.
  2. Assist end-user in package preparation.
  3. Determine the weight and shape dimension of mail and calculate postage.
  4. Track USPS correspondence.
  5. Retrieve daily incoming WesternU business-related mail from the local USPS hub, sort, and route mail to the correct campus drop-off location.
  6. Process airmail and international mail.
  7. Assign metered postage for all outgoing WesternU business-related mail (envelopes and parcels).
  8. Transport outgoing WesternU business-related mail directly to the local USPS hub.

Services not provided by the Mailroom:

  1. Sell postage (stamped or metered) for any kind of personal use.
  2. Provide packaging materials.
  3. Accept or handle personal packages, even with postage already attached, for outgoing shipment
  4. Additional customs declaration documentation may be required for items being sent to other countries and to certain postal destinations such as Military Installations or APO addresses. End users may consult the USPS (usps.com/) for additional information. WesternU accounts and discount structure with FedEx, DHL, UPS or any other contracted commercial carrier or messenger service may not be used for personal packages.

Mail Procedures

  • Outgoing University mail to be sent by USPS must be completely and accurately addressed and must be bundled with a postage voucher form with a valid FOAPAL to cover the postage cost.
  • The official and legal mailing address for the campus is:

Western University of Health Sciences

309 East Second Street

Pomona, CA 91766-1854.

Use this address for all business-related outgoing correspondence.  Since the USPS does not deliver WesternU addressed mail directly to the University, DO NOT use other campus building address numbers.

Interdepartmental mail should be addressed with:

1) The recipient’s name; and

2) Department/College name.

  • The Mailroom assumes no responsibility for any mail left on the counter or on the floor of the lobby that is not bundled with a postage voucher form.
  • Only Authorized Procurement Services staff and couriers with a valid company photo ID may enter the WesternU Mailroom. Please do not enter the If you require assistance, please ring the service bell and announce yourself at the service door so that a Mailroom staff member may assist you.

Individuals are encouraged to use official USPS mailboxes and post offices for sending personal mail. Although it is highly advised against, personal stamped mail may be dropped off at the Mailroom dropbox located at the HEC Loading Dock.

Incoming Mail
The Mailroom staff sort and distribute incoming USPS and interoffice mail. The Mailroom alerts Departments/Laboratories by phone and/or email when time-sensitive correspondence and packages are received (e.g., US Priority/Express, FedEx, DHL, UPS, and hand-delivered messenger service).

Personnel who have been authorized by college deans or directors of operations may retrieve mail from the Mailroom. Individual(s) may be required to present a valid WesternU identification card before Mailroom staff may release items to them. Recipients may be required to sign for items.

Delivery of Mail
Based on the timing of USPS/courier delivery schedules and Mailroom staffing availability, the Mailroom staff delivers mail to and retrieves outgoing mail from Administrative Departments.

Mailroom staff is authorized to request and verify the recipient’s identification for the release of mail. Recipients may be required to sign for items.

Assistance with Common Courier Service:

Federal Express

The Mailroom staff will accept properly prepared packages of University business-related materials for shipment by Federal Express (FedEx) only. Mailroom staff provides limited assistance related to FedEx shipments. Requests for technical assistance related to FedEx shipments should be directed to FedEx.

Departments and Laboratories are encouraged to obtain preprinted FedEx airbills and to track the status of their packages from FedEx directly (Tel#: 800-GOFEDEX or http://www.fedex.com). End-users should retain the sender copy of the airbill for their records.

During Mailroom business hours, outgoing FedEx packages brought to the Mailroom are reviewed by the Mailroom staff, ensuring that the FedEx airbill has been properly completed and includes the complete shipper and sender address and contact information and a valid FOAPAL. International FedEx packages that are valued over $2,000 may require additional insurance, customs declaration, and commercial invoices.

FedEx packages are generally picked up once a day by 3:00 pm. As such, it is the end user’s responsibility to ensure that outgoing FedEx packages are delivered to the Mailroom at least ½ hour before 3:00 pm and that the air bill is appropriately completed.

Sending Hazardous Materials
Hazardous materials may NOT be sent by US mail. For more specific information regarding the shipment of hazardous materials, contact the University’s Environmental Health and Safety Office.

FedEx and other commercial carriers have very clear guidelines for the shipment of hazardous materials. Please contact the respective customer service departments of the commercial carriers for additional information on shipping hazardous materials. In certain cases, additional permits and/or documentation and/or training on DOT and IATA regulations may be required.

 

Resources

Forms

Copy Job Quotation

FedEx Processing

Mailroom Supplies

UPS Processing

Information

Roles and Responsibilities of University Mailroom

Contact Us

Our Purpose

We specialize in providing WesternU with the benefits of personalized, boutique-style services with full-scale capabilities. Our primary objective is to give our university an outstanding product & service supported by a skilled, responsive, & dedicated staff committed to these principles. Our clients can count on our Reprographics Team for attention to detail, technical expertise, & reliability.

Resources

Forms

Copy Job Quotation

Work Request Form

Team Members

Andrea Johnson
Capital Asset Manager
(909) 469-5462

Amar Chand
Material Management Associate
(909) 469-5453

Alex Castro
Material Management Associate
(909) 469-5350

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Our Purpose

The University Asset Management team was created in 2018 to provide foundational records of all University acquired assets as commonly characterized by their: acquisition costs, acquisition date, condition, location, delivery, maintenance and compliance records, and disposition.  The recording of all these assets – if done in a timely, accurately manner, and within local, state and federal auditing requirements and accounting principles – provide intra-departmental benefits to future budgeting processes, financial reporting, and risk management.

To successfully manage this enterprise-wide process, a collaborative, coordinated effort must be made with the following groups:

The Capital Equipment and Asset Manager (CEAM) is responsible for:

  1. Monitoring incoming newly acquired FF&E) for appropriate acquisition documentation as they pass through Central Receiving.
  2. Arrange for delivery to the appropriate location.
  3. Ensure that all FF&E are assigned a barcode tag and location.
  4. Maintain and update appropriate ERP inventory-related systems to ensure that all relevant FF&E information is correct.
  5. Complete a rolling schedule of physical inventories so that all FF&E are inventoried at least once every three (3) years.
  6. Validate appropriate forms for all acquisitions, purchases, transfers, and disposals of FF&E and enter data into the FF&E inventory system.
  7. Work closely with the Director of Procurement Services to reconcile the FF&E inventory to the general ledger records on an annual basis.
  8. Perform depreciation of capital assets on a prescheduled basis.
  9. Prepare a year-end reconciliation of capitalized general ledger accounts to the FF&E inventory system.

The College/Department Property Custodian shall:

  1. Notify the CEAM in regards to: a) incoming loaned or donated equipment before it arrives at WesternU campus or satellite location; b) receipt and verification of donated assets; c) any change in asset status (relocation, transfer, disposal, theft, etc.); and d) assets that were delivered directly to the department/college outside of Central Receiving.
  2. Assist the CEAM in locating assets that need to be asset tagged post-delivery/installation.
  3. Review college/department physical inventory results;
  4. Completion and processing of warranties for all assets in the department/college. Including submissions of warranty claims.
  5. Report any stolen, vandalized, or missing assets to the proper authorities and the Office of Risk Management.
  6. Initiate any requests for the Declaration of Surplus/Obsolete Property.

Purchasing Services shall:

  1. Monitor the approved capital outlay budget to ensure the timely purchase of FF&E.
  2. Evaluate bids and quotes when required for the purchase of all FF&E.
  3. Ensure that all FF&E are charged to appropriate general ledger accounts.
  4. Prepare a year-end reconciliation of capitalized general ledger accounts to the FF&E inventory system.
  5. Ensure the correct commodity codes are being flagged in Elixir to create fixed assets in the Banner system.
  6. Ensure the correct FOAPALs are being used in Elixir to create capital assets in the Banner system.

All Employees shall:

  1. Exercise proper use, care, and protection of WesternU FF&E.
  2. Exercise proper use, care, and protection of S. Government and Contract-Owned FF&E.
  3. Ensure that WesternU FF&E is only used for conducting official WesternU business.
  4. Report any suspected fraud, theft or misuse of FF&E.
  5. Ensure that WesternU, U.S. Government and Contract-Owned FF&E are secured at their proper WesternU campus or satellite location and not removed to unauthorized locations.

For further information, we invite you to review the “Inventory Management Guidebook”.

 

Resources

Forms

FF&E Disposition Form

Surplus Request

Information

Acquisitions and Inventory Management Guidebook

Asset Management Flowchart

How do I Dispose of Equipment

Roles and Responsibilities of Asset Management

Surplus Inventory Gallery