Purchasing

• The most effective and actionable steps we can take at this time are to prioritize the supplier catalogs within BuckeyeBuy whenever possible since they are the best options for procuring most goods and services.
• These suppliers are integral to our procurement strategy, as we have established collaborative and long-term relationships with them. By aggregating our Ohio State spend with these suppliers, we reinforce the value of our partnership and ensure continuity during this period of instability. These relationships are meaningful to both parties and provide a foundation of reliability in challenging times.
• If you cannot utilize one of our strategic partners, it is recommended to consider possible impacts of tariffs when requesting supplier quotes. If costs are increased by the supplier, it is preferable for such additional fees to be clearly identified, rather than be embedded in the cost of the goods.

• Generally, services are not subject to tariffs. If the supplier provides services only, there needs to be additional justification for the added tariffs.
• Never broadly accept any "tariff" without transparency. Departments can tell suppliers that the university is scrutinizing all claims of tariffs and is seeking partnership with suppliers to prevent all costs being passed on to the university.
• If a supplier should indicate that they must charge tariffs, require them to provide proof. The supplier should provide you with the country of origin and composition for tariffed commodities for products being ordered. Documentation would demonstrate “Proof of Origin,” establishing that the goods being imported originate from a specific country or region. These documents may also be referred to as Certificate of Origin (CoO), a Declaration of Origin, Tariff Schedule, or Bill of Lading.
• It is possible that if they do not provide this information on the quote to you, they will have additional fees or "tariffs" related to shipping costs. Ask to see all shipping charges associated with the order and confirm all shipping deadlines.
• In cases where a supplier indicates that final charges including tariffs will not be clear until the date of shipment due to the changing percentages, departments should plan on the tariff aligning with the current percentage. In these specific cases departments could see less or more than the current percentage based upon the proof of origin country.

• Be sure to review all invoices and transaction documents carefully for any line items labeled as “tariff,” “duty,” “import tax” or similar terms.
• Pay close attention to invoices from international suppliers or those involving imported materials.
• Be aware tariffs can be applied to a wide range of goods, including scientific equipment, laboratory supplies, electronics, and raw materials. 

• Immediately report any discovered tariff charges to the Purchasing Department via email at BF-PRSM-OSUPUR@osu.edu. Be sure to include the word “tariff” in the subject line.
• Provide copies of the relevant invoices and transaction documents. Please include details like the supplier’s name, item description, tariff amount and any other relevant information. 

• If necessary, consult with the Procure-to-Pay teams before authorizing payment on any large or international purchases. When possible, obtain detailed breakdowns of costs from vendors. 

Our responsibilities also may include, but are not limited, to the following:

• Procure high-quality goods and services at the best value by managing the supply chain.
• Coordinate collaborative purchasing projects across purchasing departments to support the "one university" vision.
• Deliver user-friendly procurement methods, training programs, customer service and support to the financial community.
• Incorporate social, economical and environmental standards in purchasing practices and policies.
• Participate in state-wide collaborative purchasing initiatives to support higher education cost-savings goals.

* Note: Purchasing departments at OSUWMC and OSP may have additional and/or different roles and responsibilities. 

Purchasing Mission

Our goal is to assist you with the purchasing process and procure high quality goods and services for the best value.

Your feedback is important to us so please feel free to contact us with any questions or comments.

Purchasing Values

Integrity

Personal and professional integrity and high ethical standards in communication and behavior guide all that we do and are paramount in our performance.

Innovation

We empower ourselves and others to reach beyond the current paradigm to pursue creative ideas. We utilize leading edge technology, processes and programs in the products and services we offer.

Quality

We provide quality products and exceptional customer service at the best possible value to our customers by practicing continuous quality to exceed customer requirements. We strive for excellence and to provide a shocking level of responsiveness that exceeds customer expectations.

Commitment

We are committed to achieving the highest quality and commitment to continuous improvement in our daily activities. We strive for excellence in all we do. We exhibit our values by word and deed.

Teamwork

We work cooperatively with shared purpose and vision, and promote collaboration and a sense of harmony and community. We value and respect the individual while fostering an atmosphere where teams can flourish. Success comes through recognizing everyone’s skills, diverse range of experiences and contributions.

All Purchasing Department staff, and any other individual authorized to conduct purchasing activities, must adhere to the principles and standards of the Ohio Ethics Law.

It is prohibited for any university employee to accept any gratuities, premiums or other incentives of a substantial value.

The university subscribes to the National Association of Educational Procurement code of ethics. 

Purchasing is committed to working collaboratively with college / VP areas to integrate sustainable practices into campus operations by minimizing resource consumption and waste generation; reducing the carbon footprint of university-related travel; establishing innovative procurement practices such as “Buying Green”; and recognizing, supporting and measuring initiatives that promote sustainability.

By leveraging the university’s buying power, Purchasing is able to acquire many products with environmentally friendly alternatives. Browse preferred supplier agreements in Buckeye Buy and look for the “green” label.

From sourcing to delivery, the offices of Purchasing, Stores and Receiving support good stewardship of the environment by purchasing “green”, promoting use of recycled content products, utilizing bio-diesel fuel in Receiving vehicles and delivering office supplies in reusable plastic bins, as appropriate.

• Read more about social responsibility initiatives

Authority

Purchasing authority is granted by the University Board of Trustees to the Office of Business and Finance, delegated to the Purchasing Department.

Conflict of Interest

It is the responsibility of each member of the university staff and the Purchasing Department to assure that the university does not knowingly enter into any purchase commitment which could result in a conflict of interest.

Key Contracts

Key Contracts have been identified in Integrated Financial Planning (IFP) communications. University procedure is to utilize these contracts with 100% compliance. Click the Contract below to display additional details, or view the IFP communication.

View the Contract Book for a full listing of contracts. (University Key, Preferred and Strategic) 

• Organization chart (PDF)
• Spend Category Assignments (Excel) - Replaces Category Buyer Listing and Strategic Procurement Team documents