Office Max Online Ordering Procedure

To define the procedures to be used when ordering office supplies through the Office Max on-line ordering process.

To define the responsibilities of University personnel in ordering and receiving Office Max shipments.  To define the payment and system maintenance process and the individual responsibilities attached.

Procedures

General Responsibility

The Purchasing Office will provide the primary contact with Office Max for the installation and maintenance of the on-line ordering system.  The Purchasing Office will ensure that all available items, and related prices, are appropriately presented on the Office Max system.  They will provide Office Max with the valid fund centers and building lists and provide all changes to those lists as provided by the Budget Office.

It is the responsibility of the using departments to monitor the purchases with Office Max and resolve all issues with them.  The University will process payments to Office Max based on invoices and credit memos received and this will be reflected on the departmental budget reports.  Resolution of issues such as pricing concerns and credits for returns are the responsibility of the using departments.

Copier paper, stationary (plain and letterhead) and envelopes will be maintained in the central storeroom.  These items are not to be ordered through the Office Max on-line process.

Initialization of Users

University Department Heads who wish to utilize this on-line procedure will request that the Purchasing Office initiate the desired users in the system.  They will provide the fund centers for which each user will be authorized to expend funds.  They will provide the name of the individual whose approval is required for the user to place an order. 

The Purchasing Office will initialize the user using the information provided by the Department Head.  The Purchasing Office will inform Office Max if a new fund center, as provided by the Budget Office, is to be added to the system.  The Purchasing Office will arrange new user training.

Ordering Procedure

When placing an order utilizing the Office Max system, the user must ensure that the following guidelines are observed:

1. The order may be charged to multiple fund centers ONLY if the same individual is the approver for all of those fund centers..  The fund center provided must be the appropriate budget to be charged for the order.
    
2. The shipping address must be a location which will have an individual available for receipt of the Office Max shipment.
   
   
3.  Individual orders totaling less than $25 will not be accepted unless electronically approved by the Purchasing Office.
    
4. If a desired single item exceeds $500 in price, the Office Max on-line process cannot be utilized for that item and a University Agency Purchase Request (APR) must be prepared.
    
5. At the time of submission of the order, a printed copy of the order must be produced and retained in the department records.
    
6. Users must be aware that, once an order is placed and has been approved by any required approvers, it cannot be retracted.  Orders placed in error should be denied by a required approver if possible.  Erroneously completed orders must be handled through the return procedure.
    
7. Items will be charged to fund centers in the fiscal year that Office Max processes the charge.  Therefore, items which require special ordering by Office Max or may otherwise be delayed should be ordered with sufficient lead time to ensure receipt in the proper fiscal year.

Upon initiation of an order, an e-mail will be automatically sent to any required approver indicating the existence of the order.  Prior to approval, the order should be reviewed to ensure that:

1. The appropriate fund center has been charged
   
   
2. There are sufficient funds available for the order
   

Orders in excess of $500 will include the Purchasing Office as a required approver.  The Purchasing Office will review such orders and, if appropriate, issue approval.

Receiving Procedure

Packages received from Office Max should be inspected by the department.  The items shipped should be compared to the packing slip to ensure all items are present and in satisfactory condition.  Discrepancies should be reported to Office Max at 1-800-472-6473.

The packing slip should be compared to the copy of the original order and any price discrepancy reported to Office Max at 1-800-472-6473. One copy of the packing slip should be signed by the receiving party as an indication of proper receipt and forwarded to the Accounts Payable Office, East Campus within five working days.

Return Procedure

If an item is to be returned to Office Max, contact Office Max at 1-800-472-6473 for return instructions.