5 Ways to Buy at Duke

As a renowned institution, Duke University offers various procurement options for goods and services, ensuring a streamlined and efficient process for its community. With a strong commitment to transparency, accountability, and compliance, Duke's procurement methods are designed to meet the diverse needs of its faculty, staff, and students. In this article, we will explore the 5 ways to buy at Duke, highlighting the benefits, requirements, and best practices for each method.

P-Cards: Convenience and Flexibility

Duke’s P-Card program allows authorized cardholders to make low-value purchases, typically under $5,000, with a high degree of flexibility. This method is ideal for routine expenses, such as office supplies, books, and small equipment purchases. Cardholders must adhere to Duke’s P-Card policy, ensuring that all transactions are properly documented, approved, and reconciled. With a P-Card, users can take advantage of convenient payment terms, competitive pricing, and streamlined reconciliation processes.

Benefits and Requirements

To participate in the P-Card program, cardholders must complete a mandatory training session, which covers topics such as procurement policies, transaction limits, and reconciliation procedures. Additionally, cardholders are expected to maintain accurate and detailed records of all transactions, including receipts, invoices, and business purpose statements. By following these guidelines, cardholders can ensure a seamless and efficient experience with the P-Card program.

Purchase Orders: Formality and Structure

For high-value transactions, typically exceeding $5,000, Duke requires the use of Purchase Orders (POs). This formal method ensures that all purchases are properly authorized, approved, and documented, providing a clear audit trail. POs are typically used for capital equipment purchases, consulting services, and large-scale projects. By using POs, Duke can maintain strategic relationships with suppliers, negotiate competitive pricing, and ensure compliance with procurement policies.

PO Process and Best Practices

The PO process involves several key steps, including requisition creation, approval and authorization, and order placement. To ensure a smooth and efficient process, it is essential to clearly define project requirements, establish communication channels with suppliers, and monitor order status. By following these best practices, users can minimize delays, reduce errors, and optimize the overall procurement experience.

Payment Requests: Non-PO Payments

For non-PO payments, such as reimbursements, honorariums, or refunds, Duke uses Payment Requests. This method allows users to initiate payments for specific purposes, ensuring that all transactions are properly authorized and documented. Payment Requests are typically used for travel reimbursements, honorarium payments, and refund requests. By using Payment Requests, users can ensure timely and accurate payments, reduced administrative burden, and improved financial management.

Payment Request Process

The Payment Request process involves several key steps, including request creation, approval and authorization, and payment processing. To ensure a smooth and efficient process, it is essential to clearly define payment purposes, establish communication channels with payees, and monitor payment status. By following these guidelines, users can minimize delays, reduce errors, and optimize the overall payment experience.

Travel Cards: Secure and Efficient Travel Payments

Duke’s Travel Card program is designed specifically for travel-related expenses, providing a secure and efficient payment solution. This method allows authorized cardholders to make travel purchases, such as flights, hotels, and rental cars, with a high degree of flexibility. Travel Cards are typically used for business travel, conferences, and meetings. By using Travel Cards, users can ensure convenient payment terms, competitive pricing, and streamlined reconciliation processes.

Travel Card Benefits and Requirements

To participate in the Travel Card program, cardholders must complete a mandatory training session, which covers topics such as travel policies, transaction limits, and reconciliation procedures. Additionally, cardholders are expected to maintain accurate and detailed records of all transactions, including receipts, invoices, and business purpose statements. By following these guidelines, cardholders can ensure a seamless and efficient experience with the Travel Card program.

Online Shopping Platforms: Streamlined Procurement

Duke’s Online Shopping Platforms provide a user-friendly and streamlined experience for procurement, allowing users to browse and purchase goods and services from authorized suppliers. This method is ideal for routine purchases, office supplies, and small equipment. By using Online Shopping Platforms, users can ensure convenient payment terms, competitive pricing, and streamlined reconciliation processes.

Online Shopping Platform Benefits

The Online Shopping Platforms offer several benefits, including easy navigation, real-time inventory management, and streamlined checkout processes. Additionally, users can take advantage of personalized recommendations, product reviews, and supplier ratings to inform their purchasing decisions. By leveraging these features, users can optimize their procurement experience, reducing errors, delays, and administrative burden.