Purchasing

The University's MA state tax exempt form, or ST-2, is needed to be provided to a vendor when a University employee is making a purchase on behalf of the University, and this allows the purchase to be exempt from state sales tax.

MA ST-2

• Accommodations are for any guest coming to Western New England University on University business, or as a guest of the University only.
• The department responsible for the guest, or acting as hosts of the guest, should first contact the President's Office (x1243) in regards to utilizing the University's guesthouse.
• In the event that use of the guesthouse is not feasible, and hotel accommodations have been recommended and authorized by a department head, chair, or manager, hotel reservations can be made.
• All reservation requests should come through the Director of Administrative Services x1538.
• At no time should a guest or department contact a hotel themselves to make reservations since the special discounted rates offered to Western New England University are not published or on contract, therefore need to be made through specific contacts at the various hotels. This also ensures direct-billing to the University, and not to the guest directly.
• The following information should be sent via an email to procurement@wne.edu via the campus Reservation Request Form:

• Name of guest(s)
• Date of arrival
• # of nights of stay
• Room preference (smoking/non, king or double beds; although most of the larger hotel chains are no longer offering smoking rooms)
• What charges, if any, Western New England University is covering
• The name of the department or University employee requesting the reservation

• Email the form to procurement@wne.edu.
• When the reservations are completed, the Director of Administrative Services will contact the requesting department on campus with reservation confirmation numbers and any other relative information.
• The requesting department is required at that point to create a Purchase Order for the reservation with all provided information, as well as an authorizing signature(s) and appropriate account(s) for charges.
• When the invoice is received after the stay it will be sent to the requesting department and should be processed in accordance with standard invoice processing procedures.

Whenever international travel is required on behalf of the University, please refer to the International Travel Policy and fill out the accompanying form completely before travel. This is very important, and involves insurance coverage and other considerations.

Int'l Travel Form & Policy

This normally pertains only to Faculty and Administrative Staff, but the University will often include moving expense reimbursement included in hiring contracts. Please refer to the Moving Reimbursement Policy below for specifics and guidelines, and the attached form will need to be completed and submitted, complete with appropriate approval signatures, backup, and all required documentation.

Reimbursement Form

Use the attached Excel file to create Purchase Order Requisitions.  Email the completed purchase order requisition form (in Excel format) to procurement@wne.edu with the following:

• Completed requisition form with all the vendor's contact information including email address and W-9 for a new vendor.
• Quote (current and accepted) from vendor.
• Approval from requester's supervisor.

Additional Information - All promotional materials with the WNE logo must have Marketing approval.  All OIT related items must be requisitioned by OIT.

P.O. Requisition

When submitting a Purchase Order the vendor must adhere to the attached Terms & Conditions agreement.

PO Terms & Conditions

Western New England University Purchase Order Policy (Updated July 12, 2021)

Please contact the Director of Administrative Services x1538 with any questions about this policy.

Purchase Order Policy

Please refer to the attached University Travel Policy prior to arranging any travel, as there are very specific protocols to follow.

Travel Policy