Bookstore Purchasing Restrictions

Post date: Aug 28, 2014 4:46:15 PM

Dear Colleagues,

Please note that the NYU Bookstore plans to make significant changes to its purchasing restrictions. In sum, the Bookstore is no longer maintaining a list of approved persons who are able to purchase items in the store. At this time, the Bookstore has stopped adding names to the approved list of names and will phase out its use completely as of September 1st.

Accordingly, there are currently two (2) ways your department may make purchases at the Bookstore/Computer Store:

1. Most computer and book purchases may be made via the i-Buy system. Please check i-Buy for availability. Also, please note that same day pick up is available at the Computer Store after a purchase is approved via i-Buy. (See instructions below and note that this option is not available for the Bookstore.)

2. In-store purchases may be made with the use of a personal credit card and the employee may then seek reimbursement via AP Workflow. Please note that the turnaround for AP Workflow is rather quick and so depending on the credit card billing cycle, the funds could be available before payment is due. Also, please see the attached form that is used to sign up for direct deposit of reimbursements (this form does NOT affect payroll direct deposit).

Please contact your Fiscal Analyst if you need access to the i-Buy system or have any questions. These changes have been initiated by the University’s Controller’s Division. Thank you for your patience and cooperation.

Thanks,

Joe

Computer Store i-Buy purchasing guidelines for same day service:

· When you place an order via i-Buy you can choose In-Store, or Shipping.

· The Computer Store downloads the orders 3 times a day (usually 9:00am, 12:00pm, and 3:00pm). Note that if an order is placed at 4:00pm and the item is needed immediately, then you may email the store at computer.store@nyu.edu to request that the order is manually downloaded.

· Approvals for pickups are done as follows:

o The person who is listed on the i-Buy order is automatically authorized to pick up. You can also put in the comments field when placing the order who is authorized to pick up.

o If you are sending someone in your place, then email computer.store@nyu.edu, include the i-Buy generated EW#, and include who is being authorized to pick up.

o Finally, purchasers should receive an email from the Computer Store when the order is ready for pick up. You may then also respond to the email and indicate who is authorized to pick up.