Procurement Services : University of Vermont

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Purchasing Methods

University of Vermont Purchasing Methods	Purchasing Card $4,999.99 and less	Purchase Requisition $5,000 and greater	Check Request	Notes	Specific Tax Issues?
Purchases/Payments of Goods and Services				Provide information required by the Business Meals Policy
Amenity items	X	X
American Express bills			X
Animal orders (also see Animal Care Management)		X
Audio Visual equipment	X	X		Pricing Agreement
Bus charter, mandated contract		X		Lamoille Valley Transportation - coach buses Mountain Transit - school buses
Cell Phones	X			Verizon Contract
Chemicals, hazardous materials		X		UVM Chem Source
Conferences, registration fees	X	X
Computers Computer Depot Computers < $5,000 Computers > $5,000	X	X X X		Pricing Agreements
Copiers, mandated contract		X		IKON Office Solutions
Costco		X		Stop by Procurement Services to pick up the Costco card
Document Destruction	X	X		Pricing Agreements
Equipment	X	X
Equipment greater than $100,000		X
Furniture	X	X		Pricing Agreements
Gases, scientific	X	X		Airgas, mandated contract
Good and materials greater than $50,000		bid process
Hospitality	X	X		Provide information required by the Business Meals Policy
Hotel reservations - local		X		Many pricing agreements with local hotels
Memberships, dues	X	X
Office supplies, mandated contract	X	X		Office Max
Paper	X Office Max	X
Print and Design Services	X	X		Pricing Agreements
Professional services, consultants (also see Independent Contractor vs Employee Determination) - include travel, if necessary		X			yes 1099 reportable
Professional services, consultants greater than $50,000		bid process			yes 1099 reportable
Radioactive materials				Radiation Safety
Refunds			X
Restaurants		X		Provide information required by the Business Meals Policy
Scientific supplies	X	X		VWR International Thermo Fisher Scientific
Sodexho catering		X		Also, Sodexho is creating a web based order form. Provide information required by the Business Meals Policy.
Subscriptions	X	X
Supplies and materials	X	X
Temporary Services Spherion Kelly Services	X X	X X		Mandated contracts
Utilities
Vehicles - Lease - Purchase - Rental - Thrifty - long term rental - Thrifty	X	X X X		State contracts for vehicle purchase Long term rental over 30 days
Vendors not accepting MasterCard		X

Frequent purchases from a single vendor: five or more purchases per year to a vendor		Blanket Purchase Order		Known as 'Amount Only' purchase orders in PeopleSoft

Purchases from another UVM department				Interdepartmental Charge

Payments to Individuals - Non-Employee
Honoraria - one-time payment - non-employee (also see Independent Contractor vs Employee Determination) - include travel, if necessary		X (regardless of dollar amount)		Attach completed Independent Contractor form to PeopleSoft requisition.	yes 1099 reportable
Prizes - non-employee Scholarships - non-employee			X	Awarding Prizes & Scholarships Policy
Payments to Nonresident Aliens Honoraria, including travel Travel expenses only Other expense reimbursement			X X	Payments to Nonresident Aliens	yes
Subject payments, 1099 reportable - payments directly to individuals, not paid via petty cash			X	For multiple subjects, use the Payables Vouchers spreadsheet. Must include: name, social security number, and home address of recipient	yes 1099 reportable
Travel only - nonemployee			X

Payments to Individuals - Employee
Prizes & Awards - 656-3150				Payroll Records	yes W-2
Honoraria - 656-3150				Payroll Records	yes W-2
Employee reimbursement (non-travel)				Travel & Expense module of PeopleSoft
Payments to Nonresident Aliens				Payroll Records	yes
Royalty payments			X

Travel/Relocation
American Express bills			X
Employee travel reimbursement				Travel & Expense module of PeopleSoft
Airfare	X			Accent Travel
Non-employee travel reimbursement			X
Relocation/moving costs - to individuals			X		yes W-2
Relocation/moving costs - to companies on behalf of UVM employees: Graebel Companies Action Moving and Storage		X		Mandated contracts	yes employee W-2

Last modified September 30 2009 09:18 AM