Vendor Policies

The University's Purchasing Office is open from 8:00 a.m. to 4:00 p.m., Monday through Friday, with the exception of holidays. You may contact our office at (570) 484-2949, or by fax at (570) 484-2844 or via e-mail at cmeyer@lhup.edu or lsmith@lhup.edu Vendors should contact the office to make appointments in advance to ensure staff will be able to meet with you.

Methods of Procurement

Standard Purchase Orders:  This is the basic purchasing document for procurement of supplies and equipment for a one time purchase.

Confirming Purchase Orders:  This is a verbal purchase order number given out by the Purchasing Office. This process is used for emergency orders. A hardcopy of the purchase order will not be mailed unless requested.

Blanket Purchase Orders: Issued for multiple purchases from one vendor throughout the fiscal year. Vendor should invoice each time an order is placed against this blanket order and reference the Blanket Purchase Order Number on all invoices.

Procurement (Visa) Card:  University credit card provided to employees based on their need to purchase business-related goods.

Please be advised that it is the University's policy to purchase either on the basis of a written purchase order or a Lock Haven University (Visa) credit card.  In rare cases, where a critical situation exists and/or the purchase value exceeds the credit card dollar limit, the Purchasing Office may issue a verbal purchase order.  These are the only authorized methods of purchase for the University.

If you provide goods or services based on an unauthorized request, the University cannot guarantee payment of the resulting invoice.  If you have any questions concerning the validity of a request for purchase from your business, please contact the Purchasing Office at 570-484-2949.   Please know that the Purchasing Office is available to answer your questions.

Purchase Orders: Terms and Conditions

Order is acceptable only at the prices stated. Any price or quantity changes other than small deviations should be approved by the Purchasing Office prior to shipment of goods. No changes are allowed for packing, reels or crating unless specified on the order. Shipment must be delivered by the date specified. Goods delivered will be inspected on receipt and if found defective, or not in accordance with specifications, will be returned at vendor's expense.

Bidding Standards

Bidding is done on the basis of the professional judgment of the Purchasing Supervisor dependent upon an estimate of the savings which may be realized for the University. Written or oral bids may be solicited. For purchases up to $19,400, an oral or written quotation may be solicited. For purchases over $19,400, sealed bids are required by law and opened at a public bid opening.

Payment Terms

The University's standard payment terms are Net 30 days.

Sales Tax

Lock Haven University of Pennsylvania is exempt from Pennsylvania Sales Tax. If a vendor requires proof of the University's tax exempt status, please contact the LHU Accounts Payable Department.
Lock Haven University is exempt from all excise taxes imposed by the Internal Revenue Service.

Invoicing the University

All invoices must be sent to:

Lock Haven University of Pennsylvania
Accounts Payable Office - East Campus
301 West Church Street, Room J211
Lock Haven, PA 17745

The Purchase Order number must be shown on all invoices, packages, delivery slips and correspondence. The name of the shipper and pertinent shipping information should be identified on all shipments.

Shipping to the University

All deliveries must be sent to:

Lock Haven University of Pennsylvania
Central Receiving - Hursh-Nevel Building
26 Susquehanna Avenue
Lock Haven, PA 17745
8:00 a.m. - 4:00 p.m. Monday-Friday

Please note: All packing lists must reference LHU purchase order number so that purchase order and packing list may be traced to your invoice.

 

 

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