University of Vermont Purchasing Methods

                                                      
Select a topic.                                                                        

Purchases / Payments of Goods & Services

Frequent Purchases from a Vendor

Purchases from a UVM department

Payments to Non-employees

Payments to Students

Payments to Employees

Travel/  Relocation

University of Vermont Purchasing Methods	Purchasing  Card $4,999.99 and less	Purchase Requisition $5,000 and greater	Check Request	Notes	Specific Tax Issues?	Policy
Purchases/Payments of Goods and Services						Procurement or Lease of Services and Goods
Amenity items	X	X				Business Meal and Amenity
Animal orders (also see  Animal Care  Management)		X		All animal orders must be placed with a requisition.  Forward PO number to Animal Care.
Audio Visual equipment	X	X		Pricing Agreement
Bus charter, mandated contract		X		Premier - coach buses First Student - school buses
Catering  - University Dining Services   - Other caterers				Campus Catering Process University Dining Services Other caterers
Cell Phones				Cell Phone Allowance Form		Guidelines and Procedures for Cell Phones
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				Symquest Group - Charges posted thru Procurement Services
Costco		X		Stop by Procurement Services to pick up the Costco card
Document Destruction	X	X		Pricing Agreements
Document Storage	X	X
Equipment	X	X
Equipment greater than $100,000		X		Bid Process - RFP		Procurement or Lease of Services and Goods
Furniture	X	X		Pricing Agreements
Gases, scientific	X	X		Airgas, mandated contract
Good and materials greater than $50,000				Bid process - RFP		Procurement or Lease of Services and Goods
Hospitality	X	X		Provide information required by the Business Meals Policy		Business Meal and Amenity
Hotel reservations - local	X	X		Many pricing agreements with local hotels	UVM is exempt from VT Rooms & Meals tax.	Travel
Memberships, dues	X	X
Office supplies	X	X		Office Max mandated contract
Paper	X Office Max	X		Hudson Valley Lindenmeyer Office Max
Print and Design Services	X	X		Pricing Agreements UVM Print & Mail Services
Professional services, consultants (also see Employee vs Independent Contractor Determination) - include travel, if necessary		X			yes 1099 reportable	Employee vs Independent Contractor
Professional services, consultants greater than $50,000		bid process		Bid process - RFP	yes 1099 reportable	Procurement or Lease of Services and Goods
Radioactive materials				Radiation Safety
Refunds			X	Use same account as deposit
Restaurants	X	X		Provide information required by the Business Meals or Travel Policy		Business Meal and Amenity Travel
Scientific supplies	X	X		VWR International Fisher Scientific Krackeler Scientific
Sodexho catering				University Dining Services Dining Services Chart String Form Provide information required by the Business Meals Policy.		Business Meal and Amenity
Subscriptions	X	X
Supplies and materials	X	X
Temporary Services     Spherion     Westaff	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		Automobile Rental Travel
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 Employee vs Independent Contractor  Determination) - include travel, if necessary		X (regardless of dollar amount)		Attach completed Independent Contractor form to PeopleSoft requisition.	yes 1099 reportable	Employee vs Independent Contractor
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		yes	Payments to Nonresident Aliens
Subject payments, 1099 reportable  - payments directly to individuals, not paid via petty cash			X	For multiple subjects, use the Multiple Check Request spreadsheet. Must include: name, social security number, and home address of recipient	yes 1099 reportable
Travel only - nonemployee			X	Requires original detailed receipts
Payments to Individuals - Employee
Prizes & Awards - 656-3150				Payroll Records	yes  W-2	Awards, Prizes and Winnings
Honoraria - 656-3150				Payroll Records	yes  W-2
Employee reimbursement (non-travel)				Travel & Expense module of PeopleSoft
Payments to Nonresident Aliens				Payroll Records	yes	Payments to Nonresident Aliens
Royalty payments			X
Travel	X			Travel & Expense module of PeopleSoft		Travel
Payments to Individuals - Students
Awards, Prizes and Scholarships				Banner		Awarding Prizes & Scholarships Policy
Travel/Relocation
Employee travel reimbursement				Travel & Expense module of PeopleSoft		Travel
Airfare	X					Travel
Non-employee travel reimbursement			X	Requires original detailed receipts
Relocation/moving costs - to individuals			X		yes  W-2	Relocation
Relocation/moving costs - to companies  on behalf of UVM employees:     Graebel Companies     Action Moving and Storage		X		Mandated contracts	yes  employee W-2	Relocation