Theatre Production Purchasing uses two systems: Workday and Internal Tracking (forms, Teams).

There are three purchasing methods: Requisition, Credit Card (pCard) and Reimbursement.

Enter every expense into Production Receipt Entry, regardless of purchase method.

Requisitions

Two methods:

1. BuckeyeBuy suppliers.

• BuckeyeBuy hosted catalog.
• BuckeyeBuy inventory.

2. Non-catalog request for suppliers without university contracts. This option is rarely used by Theatre Production.

Search BuckeyeBuy first to see if desired item is available from a university-contracted supplier.

View BuckeyeBuy Lookup Demo Video

Commonly-used BuckeyeBuy suppliers:

• B&H Photo
• CDW for computer accessories
• Staples
• Fastenal
• Digikey
• UniPrint for large print projects
• Grainger
• School Speciality
• Main Warehouse for batteries, cleaning supplies, certain office supplies

Workday requisitions create purchase orders, which are sales tax free.

Workday requisitions ship directly to the Theatre, Film, and Media Arts building.

Create requisition (RQ) in Workday to initiate purchase.

View Requisition Demo Video

pCard

For online and in-person purchasing, sign out a department credit card, called a “pCard,” from Sherée Greco:

1. Send an email to Sherée Greco.73 outlining what you would like to purchase, from where, estimated cost (estimate high), the purpose and from which budget (show/area). Also, your timeframe in which you’d like to make the purchase,
2. Requests must be made no later than 2 business days before planned purchase. Last-minute requests may be denied.
3. When the pCard request is approved, arrange a time with Sherée to pick up the credit card.

No sales tax allowed on pCard purchases:

• You are required to notify vendor BEFORE the purchase about sales tax exemption.
• If supplier refuses to waive or refund sales tax, provide documentation in the expense report describing that best efforts were made to recoup sales tax
• If sales tax waiver was forgotten, the pCard user is required to refund the sales tax to the university.
• A blanket sales tax exemption waiver document can be provided if needed.

Additional policies: 

• Individuals and LLCs can never be paid for services via pCard.
• Beverage purchases must use the Coca-Cola contract. Check the Coke menu to find out which beverages are covered.
• The following suppliers are prohibited from use with pCard due to terms and conditions:
  • AliExpress
  • Etsy
  • Ebay
  • Wayfair
• Keep an itemized receipt for expense report.
• Credit card transaction will be assigned to you in Workday. Complete an expense report (ER) within 7 days of the transaction appearing in Workday.

Things to never do with a pCard:

• Use pCard number with a personal Amazon account.
• Use pCard number with personal PayPal, Shopify, etc. third-party payment platform.
  • Only use Guest checkout.
• Save the pCard number anywhere.
• A purchase that requires you to click a box saying you accept terms and conditions.
  • Employees can never accept terms and conditions when using university purchasing methods.
  • Okay to accept terms and conditions if using personal funds.
• Purchase beverage product that is a competitor to a product on the Coke menu.
• Pay an individual or LLC for services.
• Buy software or subscriptions.
• Rent facilities or equipment.

View pCard Expense Report Demo Video

Amazon

The department has access to the university’s Amazon Business Account.

Amazon Business Account uses pCard purchasing method.

Only pCard managers have access to view and purchase items on Amazon Business Account.

Certain items are blocked on Amazon, due to conflicts with BuckeyeBuy suppliers.

To use Amazon Business Account:

• Search on public-facing Amazon for what you want to purchase.
• Send item link to Chris Zinkon or Sherée Greco to check if it’s blocked.
• If item is blocked, you will need to find a different supplier or purchase using reimbursement.
• If item is not blocked, Chris or Sherée will process the purchase via pCard.
• Items are delivered to the building’s mail room (443).
• Receipt will be emailed to you for Production Receipt Entry and Expense Report processing.

Reimbursement

Sometimes purchases need to be made with personal funds because of last-minute needs or from suppliers not available through university purchasing methods or just because it’s easier.

Sales tax for purchases made with personal funds can be reimbursed.

• You do not need to ask the vendor to waive sales tax if you are paying with personal funds.

Employees can never be reimbursed for paying an individual or LLC for services.

Keep an itemized receipt for expense report. See detailed instructions below for acceptable receipts.

Reimbursement is processed through an expense report (ER), which must be submitted within 30 days of the purchase date.

View Reimbursement Expense Report Demo Video

Required Information

• Vendor name and contact information
• Date of purchase
• Itemized list of what was purchased and the amount per item
• Total amount paid
• If pCard, shows that $0 sales tax was charged
• Method of payment, including last four digits of card number
• Shows a zero balance due or “Paid”

Additionally:

• Amazon receipts must show the ship date.
• Reimbursement documentation must show your name as the person who paid.
• Reimbursement for purchases using third-party payment platforms (PayPal, Apple Pay, etc.) must also be accompanied by documentation from your bank or credit card showing the transaction on an account in your name.

Training

All employees are required to take the following training modules. Note: you have to be logged in to BuckeyeLearn first and then click these links.

• Fiscal Stewardship for All
• Preventing Fraud
• Institutional Data Policy
• Identity Theft Red Flags
• Outside Activities and Conflicts

Optional Training:

• Workday Core Concepts
• The Buying Experience
• PCard Overview
• PCard Use and Responsibilities

Policy Documents

• Fiscal Stewardship
• Expenditures policy
• Purchasing policy
• pCard policy
• Travel policy