University Procurement and Logistics

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

CAM sends asset audit notices to Role 6 CAM Processor, as assigned by departments in EBS. If you are assigned as a Role 6 CAM Processor incorrectly, please check with your department and update your role assignments via a TeamDynamix form.

Our quarterly newsletters are sent to both fiscal officers and Role 6 CAM Processors, and an unsubscribe link is included at the bottom of the email. However, unsubscribing from the quarterly newsletters will not remove your Role 6 CAM Processor assignment.

• Ensuring physical maintenance of all departmental assets, including affixing asset tags
• Maintaining accurate asset records
• Conducting annual asset audits
• Certifying the location and status of all capital assets

Learn more about being a Role 6 CAM Processor in this CAM tutorial.

Yes, the CAM team will physically verify all of the assigned capital assets that are located on campus. For assets that are located off campus, pictures(s) of the asset and its tag should be sent to CAM during years that the department is assigned to a CAM-assisted inventory process.

All capital asset audits require the completion of a Annual Asset Inventory Certification form (.pdf). Additionally, CAM provides two tools to assist departments conducting their own inventory:

• Annual Asset Reporting Template (.xlsx), if changes need to be made to the asset record by CAM
• Barcode scanner equipment loan of up to one week, best for departments with many assets

Departmental Role 6 CAM Processors can run a UPL021 - Moveable Asset Inventory report in Cognos/BI, which identifies all assets owned by the department.

If an asset tag (also known as a barcode label) is replaced, the Role 6 CAM Processor is responsible for updating the asset record with the new tag number. 

Please contact the CAM team for assistance in resolving unidentified capital assets.

During the purchase requisition, use capital asset object codes to ensure a capital asset record is created in KFS.

Unsure whether your purchase should be considered a capital asset? View the capital asset decision tree.

A moveable asset is an item of non-expendable, tangible, personal property that has an aggregate acquisition cost or fair market value of $5,000.00 or more, is free-standing, moveable, is complete in itself, does not lose its identity when affixed to or installed in other property and has a useful life greater than one year. Equipment, although it may require a building-related power source to function such as plumbing and/or electrical support, meets this criteria and is considered “moveable” if they are free-standing and can reasonably be separated from a non-moveable capital asset and relocated or sold/disposed of. Generally, equipment that is attached to a building is capitalized as moveable equipment when removing the equipment does not cause structural damage to the building and will not destroy the equipment.

A non-moveable asset is an asset with an acquisition cost of $500,000 or more that cannot be relocated, or if they meet the criteria for intangible assets or collections. Primarily, non-moveable assets are land, buildings, building improvements, permanent artwork (i.e. sculptures), and intangible assets (internally developed software, etc.).

For orders $25,000 or greater, Procurement obtains competitive bids from suppliers. For orders less than $25,000, the decision whether to send out request for quotations is at the discretion of the buyer. When an order is more than $250,000, a sealed bid is issued by Procurement to be returned by suppliers before a specific date and time.

Bids are publicly opened at the specified time and bidding suppliers and any interested parties are allowed to attend. Bids are analyzed using several criteria, including price, and the job is awarded to the supplier who best meets MSU’s needs.

Learn more about MSU's purchase order requirements for suppliers on our website.

Any change in the product or service provided by a supplier from that specified in the PO must be approved in writing by MSU Procurement via a PO amendment (POA) before the supplier provides the goods or services. Changes include, but are not limited to, description, quantity, price, or terms which differ from the original PO.

Learn about MSU's invoicing and payment requirements for suppliers on our website.

Learn more about MSU's payment terms for suppliers on our website.

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

Checks marked as “Hold for Pickup” can be picked up at the Angell Building, 166 Service Rd., on Tuesdays and Thursdays from 1-3 p.m. MSU departments must email the invoice to Accounts Payable at UPL.AP@msu.edu. The email must:

• Be received by 10 a.m. to be processed the same day (if Tuesday or Thursday)
• Indicate "HOLD FOR PICKUP" in the email subject line
  • Example: HOLD FOR PICKUP - PO#345678 James Company
• Indicate a preferred pickup time (to be confirmed by Accounts Payable)

At this time, we are also asking that you evaluate the need for a Hold for Pickup check. As an alternative, we would be happy to mail the check via intercampus mail or USPS. Please consider this as an optimal choice.

Yes! Note: the email addresses below are for invoice submission only—no other correspondence.

To submit invoices via email, please follow these steps.

Suppliers

• Prepare each invoice as a separate PDF file.
• Send only one invoice per email.
• In the email 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 email.
• In the email 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 email.
• MSU departments: Send email to USAP@msu.edu

To expedite a supplier payment, MSU departments must email the invoice to Accounts Payable at UPL.AP@msu.edu. The email must:

• Be received by 10 a.m. to be processed the same day (if Tuesday or Thursday)
• Indicate "RUSH" in the email subject line
  • Example: RUSH - PO#345678 James Company
• Include the accounting string that Accounts Payable will charge the $15 special handling fee to in the email body

No other method of rush payment notice will be accepted. See the Manual of Business Procedures Section 74 for additional information on rush payment processing. 

It is the responsibility of the cardholder to monitor and adhere to all university spending and PCard policies. However, fiscal officers are a critical fiduciary role in the PCard approval process and hold the primary responsibility for verifying the accuracy of cardholder documentation on the PCDO eDoc. The Fiscal Officer PCard Audit Requirements guide provides a brief overview of what FOs should be watching for.

The PCard single purchase limit is intended to provide flexibility to cardholders and can often be used in place of a purchase order. Purchases involving a restricted item per the PCard Manual or Manual of Business Procedures should be made using a purchase order (PO)—as should purchases that exceed the PCard single purchase limit of $5,000. For example, the purchase of office furniture costing $5,005 should be placed via PO. You can also use a PO if your purchase is less than the PCard single purchase limit of $5,000.

The 1-2-3 Strikes policy is in place to help ensure compliance and manage policy violations. Policy infractions, as determined and issued by the PCard team, may result in loss of PCard privileges. 

The PCard team may issue a warning following an initial non-compliance issue.

• Strike 1: 30-day PCard suspension
• Strike 2: 90-day PCard suspension
• Strike 3: PCard cancellation. The cardholder will not be eligible to apply for a new PCard for one year and will be required to retake the PCard training class.

1. Discuss the PCard policy violation with the cardholder.
2. Confirm there is an itemized receipt attached to the eDoc, a business purpose is noted, and that the accounting string is accurate.
3. Add a detailed note about the PCard violation to the Notes and Attachments section.
4. Adhoc route the eDoc as an acknowledgement to the PCard Administrator Group (pcardadministrator group) before approving it.

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

Spartan Marketplace is an online procurement solution that provides MSU employees with an easy, effective way to place departmental orders. Benefits include:

• Many suppliers offering products at MSU contracted pricing
• Ability to use an MSU account number
• Convenient shopping cart experience
• Integrated with KFS to provide near real-time accounting information and to auto-submit a requisition for orders

Contracted pricing on off-campus supplier catalogs is what's paid by campus customers. There is no markup on those orders.

No, logins are based on an individual’s MSU NetID. There is no way to set up a shared login.

To cancel an order placed in Spartan Marketplace, contact the supplier directly. You will need to vertify with the supplier whether the order has already shipped. If the order has not shipped, ask the supplier to cancel your order and send you an email confirming the cancellation. 

You must then send an email to the help desk at spartmar@msu.edu to have your purchase order canceled in KFS.

It is not possible to change a PO once issued. Contact the Spartan Marketplace help desk for assistance at spartmar@msu.edu or call (517) 884-6177.

Purchases for capital assets must not be made through Spartan Marketplace. Additionally, requests to purchase and install independent security systems and cameras must route through the MSU Police Department and MSU Information Technology. As such, these purchases are disallowed through Spartan Marketplace.

Other purchases follow the same policy as reflected in the MBP.

To return items to University Stores, follow our return and exchange directions.

To return items ordered through Spartan Marketplace for suppliers other than University Stores:

1. Contact the supplier directly to find their preferred method
2. Complete the supplier's material return authorization form, attach it to your item, and submit a Service Request (EBS login required)
3. Select the "Parcel UPS/Fed Ex" option on the Service Request for smaller shipments or the "Freight" option for larger shipments
4. Place the item in your building mailroom or dock, and Logistics will pick it up for return.

Amazon Business allows for shipping to most locations, including office addresses and home addresses (as approved by your departmental leadership).

Airgas directly delivers compressed gas cylinders to on-campus addresses and select off-campus locations (noted below). 

Other catalog suppliers only ship to on-campus addresses and select off-campus locations (noted below). MSU Extension offices or other off-campus addresses not listed below should use a PCard to make purchases, instead of using Spartan Marketplace.

Yes. There is a $25,000 order limit for all suppliers except Dell and Apple, whose limit is $50,000.

To take advantage of contracted pricing—and ultimately save university resources—please purchase from suppliers within Spartan Marketplace whenever possible. If an item is not available within Spartan Marketplace, a PCard or requisition may be used. 

• Dedicated support 24/7
• Pricing and quantity discounts on select items; price and delivery time locks
• Business Prime - includes a variety of shipping tools, free shipping on eligible items, and more
• Products available only to Amazon Business customers

The IC Service Agreement form can be used for services that are provided by an individual—such as short-term consulting engagements, educational advisory services, freelance writing, interpreters, and others who routinely provide services within an area of expertise to the public—for a fee of up to $25,000.

The services are unique, technical, and/or infrequent functions performed by an independent contractor qualified by education, experience, and/or technical ability to provide services. In most cases, these services are of a specific project nature, and are not a continuing, ongoing responsibility of the institution. The services rendered are specialized in nature even though the contractor may not be required to be licensed.

Services that are considered “routine,” will continue indefinitely, or involve labor, such as: catering, marketing, temporary employment, lab testing services, web design services, IT consulting services, and architectural or construction services.

This list is not exhaustive, and the initiating department should consult with MSU Procurement for advice. MSU has staff augmentation agreements covering many of these other areas. Please contact MSU Procurement for advice. 

An IC Service Agreement is a written agreement for a specialized service not available through a routine service provider. The contractor requires a specialized knowledge in a particular field and often requires originality, creativity, and decision-making abilities.

A subcontract is an agreement written under the authority of and consistent with the terms of the Prime Award (grant or contract) that transfers a portion of the research or substantive effort to another organization. The collaboration is substantial enough that the collaborating individual or organization will participate in preparation of results, publication, presentation, or other collaborative participation beyond routine analytical work.

To request delivery of empty mail bins, you may either:

• notify your University Procurement and Logistics driver, or
• contact either Mail Services (884-6084) or Central Shipping and Receiving (884-6203)

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

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 substances.

The manufacturer’s Safety Data Sheet (SDS) includes information such as the properties of each chemical; the physical, health, and environmental health hazards; protective measures; and safety precautions for handling, storing, and transporting the chemical.

• 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 Procurement and Logistics' Shipping office at (517) 884-6203.

• 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).
• Contact the Office of Export Control and Trade Sanctions for further information.

Departments can request the use of one or more of UPL's hampers by submitting our Hamper Request form. These hampers offer a convenient solution for moving (or temporarily storing) office materials. 

Hampers are not to be used for recycling materials. Please contact MSU Recycling for requests of this manner.

Departments interested in using our warehouse storage services should initiate services through a Service Request form, selecting the Campus Pickup option. In the Shipment content/special instructions, indicate the request is a Warehouse Storage pickup request. 

The UPL Logistics team will pick up the items to be stored. Once accepted by the Warehouse Services team, a Service Agreement will be emailed to your department for signature and authorization. 

Per the terms in the Service Agreement, a Service Provider Billing will be assessed on a monthly basis until the storage is removed from our system.

Warehouse storage services are only available for departmental use; no personal storage is permitted.

Only tangible items—such as copiers, vehicles, and office furniture—may be purchased through this program. Intangible expenses such as services, licenses, shipping, and training are not allowed, nor is equipment that was purchased outside of the Finance System (KFS).

When creating a purchase requisition, include a message in the Notes and Attachments section stating the order is to be purchased through the UPL Lease Purchase Program. Indicate if there is a portion of the total that is to be funded and how much, and how long you would like to lease the equipment (usually three to five years).

You can estimate costs by using a smartphone mortgage app. Or, you may call our office for estimates at (517) 355-1700.

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