University of Vermont

University Financial Services

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How Do I Make This Purchase?

University of Vermont Purchasing Methods

Good or Service PurCard, Purchases < $2,501 Requisition, Purchases > $2,500 Check Request Notes:
Airfare X X

See Travel Policy and review PurCard procedures
Amenity Items X X
See Business Meals, Hospitality, and Amenity Policy
Animal Order
X
All animal orders must be placed with a requisition that includes PI name, IACUC #, & expiration date. Forward PO # to Animal Care Management.
Bus Charter X X
Coach Buses -  Premier (mandated contract)
School Buses - First Student, Mountain Transit
(mandated contracts)
Charters not originating at UVM must be approved by Risk Management
Business Meals X X
See Business Meals, Hospitality, and Amenity Policy and Travel Policy
Catering X X
For approved caterers, no special requirements. For others, attach waiver to requisition. See Campus Catering Process, Approved Caterer List (including University Dining Services), and the Business Meals, Hospitality, and Amenity Policy
Cell Phone    
UVM-owned cell phones & service are provided in limited circumstances. See Cell Phones and Mobile Communication Services and Equipment Guidelines
Chemicals, Hazardous Materials   X
See UVM ChemSource
Computers/Hardware   X
Administrative units must purchase Apple or Dell desktops, laptops and tablets through the UVM Bookstore.
Computers/Software



See "Software"
Conferences & Events (UVM sponsored) X (no alcohol on PCard) X
Department-approved contracts must be sent to Purchase@uvm.edu for further review and signature. Departments cannot sign contracts. Contracts must include alcohol approval and COI from vendor with liquor liability clause and listing UVM as certificate holder. Requisitions must include all of the above. Deposits and full payments in same fiscal year must all be included on one requisition.
For more info, contact University Event Services
Consulting



See "Services"
Copiers   X
SymQuest Group - mandated local dealer for installation and service. A requisition is required regardless of the dollar amount
Costco  X X
Coordinate with the Disbursement Center to use UVM membership card. Check Catering Policy for possible waiver requirements. Requisitions must include approved shoppers' names & date of trip.
Document Destruction X X
Contact SecurShred
Document Storage X X
Contact Easy Self Storage
Equipment X X
Contact Cost Accounting to determine appropriate category code (i.e., fixed, capital, etc.). Category code is based on unit price, not total quote.
Foreign Entity - Goods
X
X

Follows normal Purchasing guidelines
Foreign Entity or Individual - Services
X

X
See Services Agreements and Payments to Nonresident Aliens
Furniture X X
UVM has pricing agreements with several vendors. We strongly encourage asking multiple vendors for quotes.
Contact Cost Accounting to determine appropriate category code (i.e., fixed, capital, etc.). Category code is based on unit price, not total quote.
Gases (scientific) X X
Mandated vendor: Airgas
See pricing agreement
Guest Speakers



See "Honoraria"
Honoraria or Guest Speakers
X if > $100
X if < = $100
Requisitions must include Employee vs. Independent Contractor Form, separate line for expenses to be reimbursed, date(s) of event, & W-9 or UVM vendor form if individual does not appear in PeopleSoft. A Speaker's Engagement Letter is also required if honorarium or expenses are over $500. See Check Request Form & Travel Policy.
Honoraria for Foreign Citizens


X
See Payments to Nonresident Aliens Policy
Hospitality X X
See Business Meals, Hospitality, and Amenity Policy
Hotel Reservations X X
See "Lodging"
IT



See "Software"
Leases (all)

X

Must be on a requisition for GASB reporting
Lodging
X
X

UVM has pricing agreements with local hotels
Moving (local) X X
Contact: Action Moving & Storage
Office Supplies X X
Staples - mandated contract
Paper X X
UVM is committed to purchasing 100% post-consumer, chlorine-free paper for routine use. Purchase through Staples
Print, Design & Mail Services X X
Visit UVM Print & Mail Services. For external printing, we strongly encourage asking for multiple quotes.
Radioactive Materials    
Orders must be processed by UVM Radiation Safety Office
Relocation Purchases to Contracted Moving Companies
X X
Mandated vendor: Consumers Relocation
Relocation Reimbursement to New Employee


X
See Disbursement Center/Relocation
Restaurants X X
See Business Meals, Hospitality, and Amenity Policy and Travel Policy
Scientific Supplies X X
Mandated primary vendor: Thermo Fisher Scientific
Services
X
X
X if <= $100
Complete Services Agreement & submit for review per procedures. If service provider is an indivdual, requisitions must include Emp. vs. Independent Contractor form, separate line for expenses to be reimbursed, date(s) of event, & W-9 or UVM vendor form if individual doesn't appear in PeopleSoft.
Software



New ISO coming, to be updated. Send questions to Purchasing.
Temporary Services X X
Mandated vendors:
Adecco
Spherion
Westaff
See contracted temp pay rates for most UVM positions
Vehicles (purchase)   X
Contact Purchasing early in this process.
Vehicles (rental) X X
Mandated contracts for vehicle rentals in the US are with Hertz, Avis and Enterprise. See Automobile Rental Procedure and Travel Policy.
Requisitions must include certified drivers' names, confirmation #, date, pick-up and drop-off locations, & reason for trip.

Frequent Purchases from a Single Vendor

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
Five or more purchases per year to a vendor   X
Create a Blanket Purchase Order

Purchases from Another UVM Department

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
     
Interdepartmental Charge

Relocation

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
Employee Travel Reimbursement including airfare     X Use Check Request form and Relocation Expense Reimbursement Form (accessible from the Relocation University Operating Procedure). Requires original itemized receipts.
Relocation/Moving Costs - to individuals     X Use Check Request form and Relocation Expense Reimbursement Form (accessible from the Relocation University Operating Procedure). Requires original itemized receipts.
Payments to contracted moving companies on behalf of employees X X   Consumers Relocation

Last modified November 09 2017 01:41 PM