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Procurement and Travel Services is responsible for the university’s procurement of goods and services. It accomplishes this by offering multiple methods of purchasing items via the iBuy+ system, electronic requisition, or use of a P-Card. The department also is responsible for supplier registration, travel, and expense reimbursements through Concur. Our goal is to serve the faculty and staff by facilitating the timely acquisition of goods and services meeting the needs of GW at a competitive price, and justifying the supplier selection and pricing to meet GW policies and the requirements of external auditors.

The procurement process at GW will vary based on the source of the funds used to pay for the purchase. University funds are far less restrictive with regard to the necessary procurement actions than that of Federal dollars expended through grants and contracts. For more information on what is required for your purchase, please see the Procurement Guidelines Matrix for more information.

The GW P-Card is a “corporate liability” card; the university pays the monthly bill. A P-Card is issued to a specific individual. The card is used by authorized GW staff, faculty, and student employees, and by designated affiliate fiscal staff to purchase small-dollar items ($3,500) for university use.

Overview of the necessary steps to take in order to create a purchase order (PO); written authorization from the university requesting a supplier to provide goods or services.

Travel Services

GW Travel Services is the “go to” place for accessing specially discounted hotel rates as well as all travel related purchases for both business and leisure travel. Here you will find the necessary information regarding all components of GW’s travel program available through the Travel Services office and the university’s travel partner, Travel Leaders at 855-771-9109.

Expense Reporting

Use the iBuy+ Expense Reporting system to submit expenses for out-of-pocket reimbursements, submit P-Card statements, or request travel cash advances. All GW employees, including students, have access to this system. The Expense Reporting solution, powered by Concur, is fully integrated in the suite of services available at iBuy+. New GW users are required to complete their Concur profile. SAP Concur is the software system used by the university for booking travel, reporting expenses, submitting invoices, and placing special requests.

Doing Business with GW

GW recognizes individuals, sole proprietors, corporations, partnerships, government agencies, and exempt organizations. If you are interested in being considered for opportunities as a GW supplier, we encourage you to read about our Supplier Registration Policy, Code of Conduct, and Current Business Opportunities. You will then have the opportunity to register your company using our secure iSupply database by following the procedures in the upcoming tabs for either a New Supplier or Existing Supplier. Information collected by GW details your business classification along with the types of goods and services the organization offers to help us identify potential suppliers who may be invited to participate in GW’s sourcing/bid selection process. The Information you provide is frequently accessed by GW Buyers to identify qualified suppliers as new needs and requirements arise.

University Payables

Use the cloud-based GW iBuy+ Invoice to manage your commercial invoices - both with a Purchase Order (PO) or non-PO related - and other payment requests such as honoraria, awards, prizes, and non-employee expense reimbursements from submission to approval to payment.

The Payables Overview provides information about interfacing with, and submitting invoices to, University Payables for payment processing.

The Forte Participant Payments solution is the university’s preferred payment option for research study participants. The solution streamlines the payment of human subject research participants and reduces the administrative burden associated with these transactions.

Resources

These documents provide guidance for specific transactions and activities that you may undertake on behalf of the university. View Procurement specific forms as well as the university's Central Policy Website which contains numerous university policies.

This manual is designed for GW staff and faculty involved in requesting, ordering, receiving, and/or paying for goods or services needed by departments and schools. It is a guide to the tasks and responsibilities of employees who play a role helping maintain the university’s reputation for fairness and integrity in procurement practices.

This Contract Process Guide is intended as a reference to assist university employees in better understanding the processes and procedures associated with contracts and business transactions at the George Washington University.