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The Contracts and Purchasing Department under the division of Administration and Finance is responsible for providing and directing University faculty and staff to sources capable of providing a continuous supply of goods and services necessary to fulfill their responsibilities in support of the mission of the University. Therefore, the Contracts and Purchasing Department works closely with our vendors to ensure that the quality of goods and service they provide are acceptable and at a fair price. Thus, Contracts and Purchasing aims for quality customer service, earning the maximum value of every dollar spent, facilitate healthy business relations and to ensure that Gallaudet University abides by all the policies, laws and regulations set forth by Gallaudet University, the District of Columbia and the United States.
For companies interested in being added to our vendor list, please complete this form and return it here.
TECHNOLOGY NOTE: All software and technology equipment must be reviewed and approved by GTS prior to submitting the requisition to the Contracts and Purchasing department. Please review link: http://www.gallaudet.edu/gallaudet-technology-services/services/technology-projects
FURNITURE NOTE: All furniture orders must be reviewed and approved by Christopher Hoffmann, Manager, Design Services and Space prior to submitting a requisition to the Contracts and Purchasing Department. Send all requests for furniture to Christopher Hoffmann at Christopher.Hoffmann@Gallaudet.edu. Once reviewed and approved, include Christopher Hoffmann on the requisition signature process.
All university vehicle purchases must be reviewed and approved by the Mechanic and Transportation Management Team prior to submitting a requisition to the Contracts and Purchasing department.
In order to prepare the University’s financial records for our annual audit, the Finance office will strictly adhere to the dates noted below. Please share this information with individuals in your department who are involved in the year-end closing process.
Please note important dates and timelines.
If you know of any COVID-19 expenses your department may have incurred, but have not discussed them with anyone in the Finance office, please contact Jeffrey Leach at email@example.com or William Hughes at firstname.lastname@example.org ASAP, but no later than Wednesday August 18, 2021 to schedule a discussion. During that discussion, we may decide to schedule a monthly review with you as needed and discuss the next steps.
a. If you need to create a new FY21 Purchase Order – If you wish to acquire goods and services using FY21 funds for your operating budget units, please check with the vendor ASAP to make sure they will be delivered to Gallaudet University, or the work will be completed by September 30, 2021. If so, please submit a purchase requisition as soon as you can to help make that happen. If the vendor is out of stock or unable to provide the goods or services by September 30, then the order will not be processed using FY21 funds.
Purchase orders for grant and construction departments are not subject to PO timeline restrictions.
b. Existing Purchase Orders – Purchase orders should be reviewed to determine if they can be closed and the remaining funds de-obligated. Purchase order details can be found in the departmental PeopleSoft report named GUPOSTAT- Purchase Order Status. Please review each purchase order and its payment activity. If 1) all the goods and services have been received to your department’s satisfaction and 2) all the payments have been made, please send an email to email@example.com ASAP to request that the purchase order be closed.
Invoices related to endowment and donation account purchase orders must be in the Finance office by Friday September 24, 2021. Invoices received after the deadline may be charged to the 2021 payout or to your operating account.
Invoices related to operating department purchase orders where the goods or services have been delivered by September 30, 2021 must be approved and forwarded to the Finance office as soon as possible. Make sure to annotate the purchase order number on the invoice if this information is missing. That will help to reduce the number and balances of purchase orders to review. Fiscal year 2021 PO’s with a remaining balance as of October 15, 2021 will be reviewed for closure or roll-over to FY 2021. Payments for goods or services that arrived or were provided after September 30, 2021 will be charged to the department’s fiscal year 2022 budget.
Gallaudet accounts for expenditures on an accrual basis. This means that expenditures are recognized in the year in which goods or services are rendered, not necessarily the year in which they were ordered or the year in which the payment was made. Any invoices or check requests related to goods or services received prior to September 30, 2021 must be shown as fiscal year 2021 expenditures.
a. All invoices and check requests that are currently being held must be submitted to the Finance office by Friday, September 17, 2021. Please check your AdobeSign account for any outstanding invoices and check requests to be processed and notify the next person(s) in the approval chains to check their accounts to clear your department’s backlog.
b. If you have received any goods or services in the month of September but have not yet been invoiced, please contact the vendor and request a bill as soon as possible. If the goods or services have a value over $3,000 please contact firstname.lastname@example.org with this information.
c. In the instances where a vendor payment covers services after September 30, 2021, the portion of the expense relating to fiscal year 2021 will be removed from your fiscal year 2021 reports. If you have questions about bills that have been submitted in fiscal year 2021 but may relate to fiscal year 2022, please contact email@example.com.
Finance is reviewing Gallaudet’s entire FY22 budget including your divisions’ submissions. The Finance Office staff will get back to you with requests for additional information and/or further revisions over the next few weeks. Please respond to these requests as within the deadlines. If you come across information that has a significant bearing on Gallaudet’s FY22 budget that you have not discussed with Finance Office, please contact your division’s budget administrators and firstname.lastname@example.org immediately for guidance and escalation as appropriate.
Interdepartmental invoices related to fiscal year 2021 must be submitted to the Finance office by Friday, September 24, 2021.
Any of these items related to fiscal year 2021 must be submitted by Friday, September 24, 2021.
Purchase card charges related to fiscal year 2021 and posted to PaymentNet through September 30, 2021, will be included in FY21. Please complete the coding of expenses in the PaymentNet system by COB Monday October 4, 2021. That way, we have an additional day to enter our descriptions and correct object codes if needed, so as to be assured that all the codes are accurate when we download the transactions.
The due date for September receipts to be turned into the Finance office will be Monday, October 11, 2021. Send the purchasing card statements with electronic copies or scans of receipts and invoices in the same order they appear on the statement, in a single PDF file to email@example.com.
Staples Advantage orders for fiscal year 2021 must be completed by Friday, September 24, 2021. That way, we can reasonably be assured the orders are delivered by September 30.
When a department receives revenue in advance of providing the service it is considered Deferred Revenue. The revenue must be recorded in the year the service is rendered, not when it is received. If you receive a payment in FY21 for services to be provided in FY22, please notify firstname.lastname@example.org so that the revenue can be properly recorded.
The above timelines and procedures relate to all operating, endowment, and donation funds unless specifically noted.
If you have any questions, please e-mail Tracy Berman-Kagan at email@example.com, William Hughes at firstname.lastname@example.org or me at email@example.com. We will work with you to answer any questions you may have or to clarify any processes referenced in the memo.
Thank you for your assistance as we wrap up a very unusual fiscal year.
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