E-procurement is a system through the Colleague Self Service Portal that features streamlined processes and workflow automation. It has replaced the manual purchase requisition system for purchasing and payment authorizations. As of June 17, 2025, training for the system is complete and paper requisition forms will no longer be accepted. Payment requests and requisitions are to be completed through the E-procurement system.

If you do not have access to self-service Financial Management, your area Vice President, Dean, Chair, Director or Manager has determined you do not require access.  If you need to submit a payment request or quote, you need to reach out the your next level manager to get the payment or quote processed.  Not everyone will need access. 

Please email business@daemen.edu with any questions or issues and be sure to include “E-procurement” in the subject line of your email.

The procedures are subject to change as deemed necessary to make improvements or adjustments.

Guides and Resources

• Creating a Requisition and Receiving Goods/Services
• Requisitions for Amazon, Eaton Office Supply, and WB Mason
• How to place an Amazon Business order and submit through E-procurement
• Creating a Payment Request
• Daemen Dining Payment Requests
• Approving Documents
• Vendor List (Excel document-sort by department)
• Glossary for E-procurement through Self Service
• Fiscal Year End Dates
• Expense Reimbursement Summary Form to use as “invoice” cover sheet for reimbursements to employees or students. For the invoice number enter: REIM and the dates of receipts (for example: REIM 1/1-1/5/25)
• Splitting a payment or order between multiple departments? Please send the invoice or quote to business@daemen.edu and give us the breakdown of account numbers and amounts to split out for the payment or requisition. We will enter the requisition or payment request into the system in our office so that it can go through the approval process for each area paying a portion.
• Tech purchases with cost being shared between IT and a department – the requisition or payment request will be entered by IT. Supply your department budget number for your portion of the purchase to IT for them to complete the procurement process.
• New Vendor Request
  When using a vendor for the first time, please request a W9 form by sending the vendor our W9 request letter. This letter will provide instructions to securely upload their W9 form. Once the W9 is received, the Business Office sets up the vendor and assigns a vendor ID. After that, the vendor would be available for selection in requisitions and payment requests.
  
  If you are unable to find a vendor when entering a requisition or payment request but believe it is not a new vendor, please email business@daemen.edu for assistance as they may be listed under a different name.

Video Lessons

• Creating a payment request
• Receiving Goods and Services
• Creating a requisition for blanket PO

Travel Arrangements Booked through the Purchasing Department

• Create a separate requisition for each item to be booked (conference registration, hotel, flight)
• Do not include personal information such as date of birth, drivers license, etc.
• Purchasing Department will reach out to the individual for any personal information needed to complete the booking

Blanket Purchase Orders

Use a blanket purchase order for multiple expected payments to one vendor over a period of time or the course of a fiscal year such as a contract with recurring payments, monthly bill for services, etc. A blanket PO differs from a regular PO in that it allows payments to be made without having to receive items. The invoices are applied to the blanket with no additional approvals needed. When creating the blanket, use the exact amount if known, but if the amount can vary, such as a service based on usage, use a reasonable estimate with a slight increase to allow for variances. To create a requisition for a blanket purchase order:

• In procurement, create a requisition
• Purchasing will need instruction to create a blanket PO instead of a regular PO. Type a note in internal comments section as follows: “create blanket PO for xx/xx fiscal year with expiration date 6/15/xx“. If the vendor does not need to receive the PO number for invoicing, add to the note “No order or PO to vendor” so that Purchasing only creates a blanket PO number but does not send it to the vendor. (Example: Create blanket PO for 26/27 fiscal year with expiration date of 6/15/27; no order or PO to vendor)
• Adding an expiration date allows the blanket to naturally expire after all payments have been made for that fiscal year. (example: 6/15/27 allows all payments for 26/27 fiscal year to be applied to the blanket including a May invoice that may be paid in early June).
• Add vendor and line items as necessary to complete the requisition (see video above for detailed instruction)
• Attach a copy of the contract or other attachment with detailed information with basis for amount requested
• Once the requisition is fully approved, Purchasing will create the blanket PO which will begin with “B” followed by several numbers and be denoted as a blanket requisition

Approvers should be aware that if a requisition for a blanket is split between multiple departments, they are only approving for their area and not the whole requisition. Drill down on line items or attachments to see all the information needed for approving the requisition. A blanket PO cuts down on multiple approvals throughout the year saving time and effort. The blanket amount is encumbered in the budget when approved, but only actual payments get applied to the budget. You can view this in Self Service -finance query or budget to actuals.