University of Vermont

Procurement Services

How Do I Make This Purchase?

University of Vermont Purchasing Methods

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

See Travel Policy and review PurCard FAQs
Amenity Items X X
See Business Meal and Amenity Policy
Animal Order
X
All animal orders must be placed with a requisition. Forward PO number to Animal Care Management.
Bus Charter X X
Coach Buses -  Premier, Lamoille Valley
(mandated contracts)
School Buses -
First Student, Mountain Transit
(mandated contracts)
Business Meals X X
See Business Meal and Amenity Policy
Catering X X
See Campus Catering Process, Approved Caterer List (including University Dining Services), and the Business Meal and Amenity Policy.
Cell Phone    
Visit Procurement's cell phone page and see Mobile Communication Services and Equipment Guidelines
Chemicals, Hazardous Materials   X
See UVM ChemSource
Computers   X
Apple or Dell. Desktop, laptop and tablet configurations for administrative units. Order through the Computer Depot.
Conferences & Events (UVM sponsored) X (no alcohol on PCard) X
For more info, contact Conference & Event Services or see Event Contract Information Form
Copiers   X
SymQuest Group - mandated local dealer for installation and service. A requisition is required regardless of the dollar amount
Costco   X
Stop by Procurement to pick up the Costco card
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/account (i.e., fixed, capital, etc.)
Furniture X X
UVM has Pricing Agreements with several vendors
Gases (scientific) X X
Mandated vendor: Airgas
Hospitality X X
See Business Meal and Amenity Policy
Hotel Reservations 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.  Paper can be purchased through Staples.
Print, Design & Mail Services X X
Visit UVM Print & Mail Services.
Professional Services X X
If service provider is an individual, refer to Payments to Individuals-Non-Employee (below).
Radioactive Materials    
Visit UVM Radiation Safety Office.
Relocation X X

Mandated vendors: Consumers Relocation
Graebel Companies

Restaurants X X

See Business Meal and Amenity Policy and Travel Policy

Scientific Supplies X X

Preferred vendors Krackeler Scientific, Thermo Fisher Scientific, and VWR International.

Services (Provided by a foreign entity)


X

Temporary Services X X

Mandated vendors:
 Adecco - Primary Vendor
 Kelly Services - Secondary Vendor (contact if primary vendor unavailable)

Vehicles (purchase)   X

See State of Vermont auto purchase contracts

Vehicles (rental) X X

Preferred contract with Hertz. See Automobile Rental Procedure and Travel Policy

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

Payments to Individuals Non-Employee

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
Professional Services, Honoraria, Guest Speakers.
Include travel, if necessary
  X
Requisition must include Employee vs. Independent Contractor Form, itemized receipts (if expenses are also being reimbursed), date(s) of service, and a W-9 if the individual isn't already set up in PeopleSoft. See Forms.
Prizes
Scholarships
    X Use Check Request Form. Refer to Awarding Prizes & Scholarships Policy
Payments to Non-Resident Aliens:
Honoraria including travel, travel expenses only, reimbursements, and/or other expenses
    X Use Check Request Form (also use check request if paying foreign entity for services). Refer to the Payments to Nonresident Aliens Policy for instructions. Contact tax administration with questions.
Refunds     X Use Check Request Form. Use same account as deposit.
Research Participant payments (payments directly to individual, not paid via petty cash)     X Use Check Request Form. 1099 Reportable. Use W-9 if individual is not already set up in PeopleSoft.
Travel only     X Use Check Request Form. Requires original itemized receipts.  Refer to Travel Policy.

Payments to Individuals - Employee

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
Prizes & Awards    
Submit an Additional Pay Form.  For Form and Form directions, see Payroll Services.  Refer to Awards, Prizes and Winnings Policy.
Honoraria    
See Payroll Services.
Employee reimbursement (non-travel)    
PeopleSoft Travel & Expense module
Payments to Non-Resident Aliens    
See Payroll Services
Refunds    
PeopleSoft Travel & Expense module
Royalty Payments     X Use Check Request Form
Travel       PeopleSoft Travel & Expense module

Payments to Individuals - Students

Good or Service PurCard, Purchases < $2,500 Requisition, Purchases > $2,499.99 Check Request Notes:
Awards, Prizes & Scholarships    
See Student Financial Services for determination on payment process.

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 Policy). Requires original itemized receipts.
Relocation/Moving Costs - to individuals     X Use Check Request Form and Relocation Expense Reimbursement Form (accessible from the Relocation Policy). Requires original itemized receipts.
Payments to contracted moving companies on behalf of employees X X   Consumers Relocation
Graebel Companies

Last modified August 22 2014 01:49 PM