Frequently Asked Questions

eProcure is a procure-to-payment solution that allows a shopper to navigate through online supplier catalogs in some cases containing CofC contracted or special pricing. This system ensures CofC is receiving consistent pricing across departments and ensures compliance with policies through the approval workflow system.

Yes, this system is mandated for all CofC purchases of goods and services.

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Yes, if and up to the specified dollar value authorized by their department head.

If you do not have approver authority, you will need to submit an Index/FOP Access Form. 

Department approvers can delegate their approval duties to another user while they are out.

If a department approver chooses to, they have the option of setting up a 4-digit PIN in their profile that would enable them to approve purchases from their email utilizing that 4-digit code without having to sign into the system. This provides for mobile capabilities.

Yes, funding can be split either at the Accounting Codes level or on an individual line item level.

No, the workflow is designed to ensure compliance and oversight with CofC policies.

eProcure allows for non-catalog purchases to be made following the same approval workflow as a catalog purchase. On the eProcure home page, select the Non-Catalog Form under the Non-Catalog Requests showcase.

If your requisition is returned for insufficient funds, please contact the Budget Office at budget@cofc.edu.

If a supplier is not in eProcure, use ‘Unknown’ as vendor on the ‘Non-Catalog Form’ Attach completed New Supplier Request or Change form and IRS Form W-9 under Internal notes/Attachments during the check-out process

Check bottom of email for reason and instructions to correct.

If an order is split between 2 or more indices which you do not have approval authority for, then assign cart to Procurement.

If an order has an insufficient budget error, please contact the Budget Office at budget@cofc.edu.

Procurement does not purchase:

• College Bookstore resale merchandise
• Copyrighted Library materials (print and non-print)
• Travel (Under Travel Authorization)
• Personnel Services (not contractual employee services) except for temporary state agency
• Permanent Improvement Projects (through State Engineer's Office)
• Contracts with Architectural and Engineering firms
• Real Property Leases through Business & Auxiliary Services

Track requisitions and purchase orders in eProcure using the Document Search Tab. If you want to check the status of an order, contact the assigned procurement officer to follow up. Any changes to the order must be coordinated with the Procurement Department. Submit requested changes to an existing order by completing the Change Order Request Form in eProcure.

Procurement will review and issue a written change order to the vendor. This order will be updated in eProcure and Banner. Questions about expediting an order or an overdue order should be addressed by the Procurement Officer. Provide the assigned Procurement Officer with the vendor name, purchase order number, and the due date of the order in question.

Any changes to an order must be coordinated with the Procurement Department. Submit requested changes to an existing order by completing the Change Order Request Form in eProcure under the Non-Catalog Requests showcase. Procurement will review and issue a written change order to the vendor. This order will be updated in eProcure and Banner.

Increases/decreases/changes in FOAPAL/cancellations are initiated by submitting a Change Request Form. Add form to an EMPTY shopping cart. Follow normal ‘check-out’ procedures to submit request

Increases/decreases/changes in FOAPAL/cancellations are initiated by submitting a Change Request Form. Add form to an EMPTY shopping cart. Follow normal ‘check-out’ procedures to submit request

Create a quantity or cost receipt for goods received by the department; partial receipts are allowed. Do not enter a receipt if you have not received the goods or services. Locate the PO in the ‘Orders & Documents’ page, select from available actions drop-down menu. Verify the quantity or cost actually received and click the complete button.

Note: No receipt needed if purchased with PCard or shipped to Central Stores or IT

Questions about expediting an order or an overdue order should be addressed by the Procurement Officer. Provide the assigned Procurement Officer with the vendor name, purchase order number, and the due date of the order in question.

The following limits apply to all purchases not otherwise exempted regardless of the funding source. All purchases over $10,000, requires a purchase determination made by the Procurement Department.

Purchases of $500,000.01 and more must be competitively bid by the State Material Management Office. IT purchases of $200,000.01 and up must be bid by the IT Management Office.

The Purchasing Card (PCard) is a VISA® credit card issued by Bank of America. It is a fast, flexible tool which offers an extremely efficient and effective method for purchasing and paying for small purchases with a total value of $2,500 or less. The card is to be used only for official College purchases and is subject to the SC Consolidated Procurement Code, and College policies and procedures. It may not be used for personal purchases.

The card works just like a personal credit card, except all charges are paid in full by the College. It is to be used for the purchase of supplies and services that do not require a contract to spell out complicated specifications. College of Charleston spending parameters for each PCard issued are set at a maximum of $2,500 per transaction and $10,000 per month per card. The College of Charleston may increase monthly limits as determined by demonstrated need. The College cannot increase the single transaction limit amount. 

When using the PCard there is no need to submit any other form. If an unnecessary form such as an Expenditure Authorization form is submitted for something purchased with a PCard and a duplicate shipment is received (or other problems occur) the cardholder is responsible for resolving the issue(s).

Report any lost or stolen PCard immediately to Bank of America toll-free at 888.449.2273. Representatives are always available to assist. Be sure to notify the departmental liaison and the PCard Coordinator about the lost or stolen card at the first opportunity during normal business hours.

Bank of America Customer Service is always available at 888.449.2273 for:

• Reporting a lost or stolen card
• Disputes or billing errors
• Account information

For all other questions or issues, please contact the PCard Coordinator located in the College’s Office of Procurement (843.953.5510 or procurement@cofc.edu).

Contact Bank of America immediately at the number on the back of the card and contact the Procurement Office as soon as practicable after reporting it to the bank.

• Art objects exceeding $1,000
• Consultant services over $600
• Personal computer, laptop, printer, scanner, server, networking equipment, A/V equipment; any equipment that attaches to the network
• iPads, tablets
• Software
• Telephone, cell phone, iPhone, smart phones, MiFi (These purchases must be approved by department head, coordinated with the College’s IT Department and tagged)
• Furniture
• Travel Expenses (submit the appropriate forms to the Controller’s Office) including:
  • Hotel Room Charges
  • Airline Tickets
  • Car Rentals 
• Payments to foreign vendors for services provided in the U.S
• Potentially hazardous chemicals or substances; biological hazards, bio-toxins, or radioactive materials

The following items are NOT allowed to be purchased using any funds, regardless of the method (i.e. PCard, Purchase Order, and Expenditure Authorization):

• Any items for personal use or consumption
• Alcohol
• Employee meals
• Items or supplies that are considered employee “Perks,” including:
  • coffee supplies, coffee maker
  • gifts, flowers
  • birthday cakes/cards
  • holiday decorations/cards/party supplies
• Microwaves, refrigerators, freezers for employee use
• Any item(s) via eBay or other auction or bidding platforms
• Gift Cards

The above list is provided as a guideline and is in no way comprehensive. If there is a legitimate business purpose for making an exception to the above list, the Cardholder should call the Office of Procurement. Cardholders should call the Office of Procurement whenever they have a question concerning the appropriateness of procurement card use.

Submit a requisition via eProcure for purchases in excess of $2,500 or items from the restricted purchase list. All purchases made with the PCard or some other method must be approved and allowable by the department head and not in violation of the SC Procurement Code. All travel-related expenses are paid for or reimbursed by submitting the appropriate forms to the Controller’s Office.

Yes, you will be able to enter grant funds and utilize the PCard.