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 Frequently Asked Questions

Ellucian (Colleague)

The Office of Information Technology (OIT) is responsible for setting up new accounts in Ellucian (Colleague). You may also access the Colleague Account Request Form at http://www.american.edu/oit/accounts/Account-Request.cfm

The Office of Information Technology (OIT) conducts the following online training classes on how to access Ellucian (Colleague). You can visit their website for more information or log into ASuccessfulU and click on Learning (under the Home button) and search for these videos:

In the Ellucian(Colleague) system, select the RINQ screen. Enter the requisition number. At the top of the page in Ellucian (Colleague), the status bar will say PO Created. The PO number will be listed in a box in the upper right corner under the Status Date. For more details view our step by step instructions.

In the Ellucian (Colleague) System, select the PINQ screen. Enter the purchase order number. At the top of the page look for the PO Status, it should read Paid or Reconciled. The voucher number will be listed in a box in the upper right corner. For more details view our step by step instructions.

In the Ellucian (Colleague) System, select the VEND (Vendor Maintenance) screen and type in the Vendor's name. A list will populate if there is more than one vendor with that name. The Vendor ID appears below the vendor name. For further assistance contact Procurement and Contracts at pcd@american.edu.

In order to add a vendor to Ellucian please have the vendor complete the Payee Registration Form and send it to AP_Vendor_Request@american.edu. For further information, please contact AccountsPayable@american.edu.

Purchasing Requests

Approved requisitions are usually issued as Purchase Orders (PO) within 48 hours, unless the required paperwork (contract, invoice, back-up paperwork or bid documentation for purchases over $10,000) has not been received by the Procurement Contracts Department (PCD) office which can then delay the time taken to process a PO.

E-mail one of the Procurement & Contract staff members for assistance at pcd@american.edu.

E-mail one of the Procurement & Contract staff members with the blanket order number, vendor name, and amount at to be added to pcd@american.edu. Please note that blanket purchase orders can only be increased in compliance with PCD Policy.

All checks should be issued and processed by Accounts Payable. However, if there is an overwhelming, legitimate business reason, a check may be held for pick up or send to the end-user’s office. To withhold a check, users need to put the request on the invoice face during their approval processing in WebNow. In situations where the vendor has elected to receive funds via ACH (direct deposit), the electronic payment process would override the request for a manual check and the request for withholding the check. For further information, please contact AccountsPayable@american.edu.

Contact the appropriate Procurement & Contract buyer for assistance with your order. Click here for the Buyer List

A member of the Procurement & Contracts department. They will ensure that all purchasing activities are carried out in accordance with all applicable laws, directives from the Board of Trustees, and sound business practices. Only the Procurement & Contracts department has the authority to obligate the University and enter into a contract or lease (including vendor contracts). The University has delegated the signing of a Professional Services Agreement (PSA) for services rendered by individuals as described below:

PSA Contract Value under $10,000
Division Head
Up to $100,000
Senior Director of Procurement & Contracts
Greater Than $100,000 - $250,000
Assistant VP Finance
Greater Than $250,000
CFO, VP Finance & Treasurer
Above $500,000
President's Approval
Above $5 mil
Reported to President & Board of Trustees

*Note: There must be no changes to the AU PSA or PSA Work Made for Hire or the terms and conditions; vendor must be an existing supplier; otherwise, the PSA or PSA WMFH must be signed by PCD.

AU Corporate Credit Card

The AU Visa Corporate Credit Card allows authorized cardholders to make departmental operations-related purchases less than $10,000 directly from suppliers without having to fill out requisitions and process purchase orders.

Full-time employees who have the approval of their supervisor, are eligible for the Visa Corporate Credit Card. Please contact PCD@american.edu for a link to access corporate credit card application.

Turnaround time for card delivery is about 10 business days, after the Corporate Credit Card Application is completed and approved.

A mandatory training session is required prior to receiving the Corporate Credit Card. After the training is completed, the card will be issued and can be used after card activation.

The card is designed for small purchases, $10,000 or less. Items that can't be purchased on the card are listed in the Restricted Commodities List

Single-Transaction Limit is at $10,000 and cannot be adjusted. Special request to adjust singl-transaction limit must be made by your immediate supervisor via e-mail to PCD@american.edu

The Corporate Credit Card's credit limit resets at the beginning of each statement cycle. Each statment cycle closes on the last business day of the month and the next statement cycle starts on the next calendar day.

You can check the decline reason(s) in JPMC's PaymentNet. From PaymentNet Home page look for Declines on the right side of screen, then click on View.

If you have additional questions, please email PCD@american.edu

Contact JPMC at 1-800-207-5359 immediately. When prompted for card number, press # three times to bypass it.

For transactions $50.00 and higher, receipts needs to be scanned, uploaded, and linked to transactions in the JPMC PaymentNet.

For all expenses paid by grants, private or public, all receipts must be scanned, uploaded, and linked to transaction in the JPMC PaymentNet regardless of transaction amount.

For all expenses paid through PayPal, Venmo, or any peer-to-peer payment services, all receipts must be scanned, uploaded, and linked to transaction in the JPMC PaymentNet regardless of transaction amount.

Yes. The cardholder is responsible for reconciling their transaction in the JPMC PaymentNet, then transactions are routed to the cardholder's supervisor for approval.

You can retrieve up to two years of prior statements in JPMC PaymentNet. From PaymentNet Home page, click on Statements in the menu bar.

Yes. Refer to the Corporate Credit Card Policy for all situations that may lead to suspension or revocation of Corporate Credit Card.

Suspension period is 90 days and Card privilege is reinstated automatically after the suspension period is completed.

No, Card privilege cannot be reinstated early during suspension.

Revocation of Card privilege is permanent. You will not be able to receive another AU Corporate Credit Card.

Online Ordering of AU Stationery

Our on-line stationery orders can be accessed through the WB Mason Office Supply website.

Business cards can be ordered on-line through WB Mason Office Supply website.

WB Mason is the preferred office supplies vendor for the American University. PCD has negotiated discounted pricing and preferred terms with them. However, if you need a specialty item please contact PCD for assistance at 202-885-3814 or email us at pcd@american.edu

Travel

Key Travel is the University's approved travel management company for University business travel.

Key Travel contact information:

For Key Travel access and online booking tool tutorial, please visit Travel & Expenses page in AU Portal.

Once you have access to Key Travel's website, login to the online booking site and select your department if required.

Search for flights, hotels, or car rentals as needed and add desired itinerary to cart.

To complete reservation process, click on "Book or hold." Quote functions only saves the itinerary in trip briefcase (My Trips in Menu bar).

Enter travler information and click on "Book." Complete the remaining sections on the page and click on "Confirm." You'll receive an on-screen message stating your itinerary has been sent for approval. The itinerary will be processed and ticketed once approval is received.

If you clicked on "Hold" during the first part of last step, you'll need to find the trip itinerary in trip briefcase and complete the booking process.

You can book business-class seats on international travel with flight time over 7 hours (layovers not included).

You are required to book economy-class seats for all domestic travel and international travel with flight time under 7 hours (layovers not included).

American University will not pay or reimburse for upgrades to next class of service (i.e. economy to business, business to first, etc.). You may pay for such upgrades at your own expense without reimbursement from AU.

Ancillary fee upgrades, such as preferred seats and priority boarding, are allowed. In-flight meal, WiFi and baggage fees are allowed as well.

American University will pay for the cost of the lowest class available for the trip for rail transportation. Acela Express is not allowed since Acela Express only has business- and first-class.

Locally, American University has negotiated rates with the following:

  • Churchill Hotel
  • Courtyard Bethesda Chevy Chase
  • Embassy Suites at Chevy Chase Pavilion
  • Melrose Georgetown Hotel
  • Residence Inn Marriott Bethesda
  • The Ven at Embassy Row

A List of Hotels can also be found at the following link for those seeking accommodations for friends or relatives at reduced rates:
http://www.campustravel.com/university/american/index.htm

View our hotel page for more information in AU discounts for local and non-local hotels.

Enterprise Rent-a-Car is our preferred vendor and will rent to American University with a credit card.

AU has negotiated discounts with these car rental companies. However, the traveler must provide their own credit card. You can access the discount code on the portal, where you will also find discount codes for Avis and Budget. 

The following bus companies will take a reservation for a bus rental. An agreement or confirmation should be forwarded for review and signature to pcd@american.edu

  • Golden Touch Limo
  • Beltway limousine
  • DC Trails

Buses must have at least 5 million dollars auto liability insurance.

Miscellaneous Services and Questions

 Yes. Federal and state tax exempt letters can be viewed in the portal

Please contact HelpDesk@american.edu for all copier/MFD and printer related issues.

WB Mason is the preferred coffee services supplier for American University.

For coffee supplies, order through WB Mason Office Supply website.

For coffee machines, please contact Matthew Giusti at Matt.Giusti@wbmason.com to request technical support or to order new machines; or contact us at pcd@american.edu.

Deer Park Water for water coolers. Customer Service 1-800-325-3337

Quench Water Systems for inline water filtration system
Contact: Barry P. Whelan

Phone: (215) 850-6934
Email: bwhelan@quenchonline.com

Or

Email us at pcd@american.edu