The estimated dollar amount and the type of good/service will determine the method of purchasing or payment to use: 

  • PurCard for small dollar purchases ($2,500 or less, or if a department has an approved higher PurCard limit). Contact the PurCard Office for additional information.
  • Requisition/purchase order for purchases >$2,500, or for any amount if the supplier does not accept PurCards
  • For foreign nationals and entities' speaker honoraria or service agreements, execute a contract and complete a Check Request form.

Consult the Purchasing & Payment Methods Quick Reference Guide (PDF) for guidance on our most common goods and services.

UVM PurCard

The PurCard is the preferred method of payment for small dollar orders ($2,500 or under, or if a department has an approved higher PurCard limit) and university business travel. UVM's PurCard program offers a one-card solution for purchasing transactions and business travel that simplifies the requisition, receipt, and payment of goods and services for UVM employees. Contact the Disbursement Center PurCard team for more information.

 

Requisition/Purchase Order (PO)

A "requisition" is a formal request to make a purchase. Creating a requisition is required prior to ordering any goods or services whose value is greater than $2,500, or if a supplier does not accept PurCards.

Access to PeopleSoft ePro module

All new PeopleSoft users who need the ePro requisitioning module are required to pass the Requisition Access Knowledge Assessment in order to have access to the module. Supervisors should submit a request (PeopleSoft Footprint) with the new user’s information, including the default “ship-to” location and default chartstring. The new user will then receive further information on how to access the assessment through Blackboard. Purchasing Services created this assessment to help ensure requisition users have adequate knowledge of purchasing policies, process, and the PeopleSoft ePro module.

Requisition Process Steps - for departments not served by the ABSC

  1. UVM department enters a requisition in PeopleSoft (supervisor approval and knowledge demonstration required for access). A requisition creates a pre-encumbrance against the chartstring provided, reducing the overall available budget balance. Depending on the nature and value of the purchase, the following supporting documents may be required along with the requisition:
  2. Purchasing Services creates a purchase order based on the requisition and with all appropriate documents attached.
  3. The purchase order (PO) is then sent to the supplier, with a copy forwarded to the requesting department. A PO clears the pre-encumbrance and creates an encumbrance — the budget balance remains the same. (The action of paying an invoice clears the encumbrance and creates an expense.)

For detailed step-by-step information on how to create a requisition (including blanket requisitions and speedcharts) or how to view chartstring information on a requisition, please consult the Requisitions, Purchase Orders, and Reviewing Payment Information User Guide (PDF).

For ABSC Customers

Send the chartstring for payment along with the supporting documents listed above to AdminBSC@uvm.edu or 205 Waterman.

Blanket purchase orders 

Blanket POs may be created when it is anticipated a supplier will be used 2 or more times during a one-year time period. Blanket purchase orders are encumbered for a specific dollar amount to cover the time period. For steps on how to create blanket purchase orders, see the Requisitions and Accounts Payable User Guide (PDF).

PO Terms & Conditions

UVM's purchase order terms and conditions (PDF)