Yes, Note: The e-mail addresses below are for invoice submission only—no other correspondence.

To submit invoices via e-mail, please follow these steps.

Suppliers

• Prepare each invoice as a separate PDF file.
• Send only one invoice per e-mail.
• In the e-mail subject line, include the PO number and the vendor name.
• Suppliers: Send email to MSUPAY@msu.edu

MSU Departments

• Prepare each invoice as a separate PDF file.
• Send only one invoice per e-mail.
• In the e-mail subject line, include the PO number and the vendor name.
• For expedited payment, put "Urgent" in the subject line and the account number to charge in the body of the e-mail.
• MSU departments: Send e-mail to USAP@msu.edu

• Hazardous materials are assigned to one of nine hazard classes as defined in 49 CFR 172.101 and 173
  • Class 1: Explosives
  • Class 2: Gases
  • Class 3: Flammable and Combustible Liquids
  • Class 4: Flammable Solids
  • Class 5: Oxidizing Substances, Organic Peroxides
  • Class 6: Toxic Substances and Infectious Substances
  • Class 7: Radioactive Materials
  • Class 8: Corrosives
  • Class 9: Miscellaneous Hazardous Materials
• Some of the nine hazard classes are further separated into divisions based on their physical or chemical properties.

To request a PO amendment (or to send someone a notification to read a note on a requisition or PO), follow these steps:

• From the Main Menu in the Finance System, click Purchase Orders (located in the upper right box labeled Custom Document Searches).
• Enter the PO number and click Search.
• When you get the results, click Return Value on the top (most recent) version of the PO
• In the Notes and Attachments Tab, type a note requesting the change(s) that need(s) to be made to the order—and any other relevant info (amended POs need to be electronically approved by the Fiscal Officer, so include details the FO needs to know).
• Browse for the saved quote (if adding items) or invoice (if amending the PO to allow payment); attach the document.
• Note: Do not select an Attachment Type; it’s not required. Also, Quote is only available for use by a Purchasing Contract Manager—you’ll get an error message if it’s selected. In the Finance System Quote = Bid.
• Click ADD to add the note and quote.
• Search for the person’s name in the Notification Recipient column.
• Select the name (or type in the person’s Net ID and click elsewhere on the screen to populate the field).
• Click SEND.
• A notification will appear in the recipient’s Action List to read your note.

• From the Main Menu in the Finance System, click Requisitions (located in the upper right box labeled Custom Document Searches).
• Enter the requisition number and click Search.
• Click on the Document ID of the requisition
• In the requisition, scroll to the View Related Documents Tab; click Show
• If the PO is in Open or Closed status, the PO number will appear. 

• There are a number of ways to help identify if an item is subject to DOC trade restrictions that include HTS code and ECCN.
• The DOC (via the Bureau of Industry and Security) also maintains the Entity List, which outlines individuals or organizations that are subject to trade restrictions. View the Entity List

Logistics staff is 49CFR trained and certified in classifying, documenting, packaging and handling hazardous materials. To ensure compliance with Department of Transportation regulations, departments must complete the Hazardous Materials Transportation Form (.pdf) and attach it to the package, along with the completed Service Request Form and Safety Data Sheet (SDS). Domestic packages require a minimum of 24 hours for processing; international packages require a minimum of 48 hours. Contact Environmental Health and Safety when shipping radioactive and biological substances.

Suppliers must complete and submit the Lost Check Form immediately for checks that was never received, or was lost, stolen, or destroyed.

There are four types of Service Request Forms, that are used for different purposes

• US Postal Service Mailings
• Intelligent Mail Package Barcode mailings
• FedEx/UPS/DH, or Freight
• Campus Pickup (MSU Building-to-Building Pickup and Delivery)

Note: Campus mail does not require a Service Request

Parameters for bids are as follows:

• A Request for Quotation (RFQ) process is required for acquisitions that are greater than $10,000 and less than $50,000.
• A Sealed Bid process is required for all acquisitions that exceed $50,000. Sealed bid openings are conducted as a public bid opening with aspects of the bids read aloud.
• Professional Service Contracts over $15,000 will be reviewed by Purchasing to determine whether a competitive bid process should be performed for the services required.

For purchases over $10,000 it is necessary for Purchasing to issue a quote. You may attach quotes to your requisition and they will be used for reference.

No. Suppliers may not begin work or process a transaction without a purchase order.

University Stores provides heated storage space in its secure warehouse. Nearly any type of material can be stored and there are no size or time limits. Materials are stored on 4 x 4 foot pallets. Pickup and delivery of stored material is free of charge. The rental rate for heated storage space is $1 per square foot per month.

This service is not available for personal items.

For more information call 884-6218. 

Single and sole source purchases are allowable only when substitutes are deemed unacceptable through a formal evaluation process. They are to be used for POs over $10,000 or Professional Service Contracts over $15,000.

It is necessary to submit a sole/single source justification letter that includes objective and technical justifications as to why an item is available from only one source.

• An ECCN is a five-character alphanumeric code used to classify US exports that help in determining if an export license from the Department of Commerce is needed for a given commodity, software, or technology.
• Not all items have ECCNs.
• All ECCNs are listed in the Commerce Control List (CCL)

• The World Customs Organization (WCO) maintains The Harmonized Commodity Description and Coding System (more often known as The Harmonized Trade Code) that centralize and standardize classifications of traded products. Harmonized Trade Codes are regularly required on export/import documentation. Visit WCO 
• HTS codes are 8 digits long for specific items. Any HTS code less than 8 digits is a classification and not usable on any import/export documentation.

Spartan Marketplace is MSU’s e-procurement solution, coming late fall 2015 to campus. It will provide MSU employees an easy, effective way to order departmental items online from certain suppliers.

At MSU, capital equipment is defined as:

•non-expendable, tangible personal property with an acquisition cost of $5,000 or more per unit

•has a useful life of more than one year, and

•has the capacity to function as a stand-alone unit without the assistance of another unit

• The authoritative list of HTS codes is maintained by the World Customs Organization (WCO). Visit the WCO website
• Generally speaking, if the item(s) in question were imported, the import documentation should reference the HTS code.
• Reputable manufacturers or sellers usually maintain a list of HTS codes for their products to facilitate international trade of their goods.

• Generally, the container the item in question came in should have any required hazardous material identification markings.
• Hazardous materials can be identified in several ways. View most commonly displayed identifications
• Restrictions for shipping hazardous material may vary by item, size, quantity, destination, among others. Contact the University Services Distribution Supervisor, Susan Fennell.

All disclosures are reviewed and acted on by the Assistant Director of Procurement. It is the expectation of Michigan State University that any and all potential conflicts of interest are to be disclosed for appropriate review and disposition within the university.

University Stores consolidates the university’s buying power by purchasing items on strategic contracts.

Benefits include:

• Contracted pricing
• Free delivery
• Consolidated billing
• Easy returns
• Support documentation upon request