Purchase of Services or Goods (Items)

Business Support Personnel:

Secondary Contact: Kathleen Wells

We recommend procurement of services or goods must be initated at least 4 - 6 weeks prior to the start or acquisition!

New Policy and Process Effective May 5, 2017

Policy: Procurement or Lease of Goods and Services (PDF)

The most critical changes are:

  1. A quote or service agreement MUST BE otained or completed well in advance of the services being performed or goods (items) being ordered. Only UVM's Purchasing Department has the authority to approve purchases and enter into contracts. Your Business Support Personnel will submit a requsition to Purchasing. Once the requisition is approved a Purchase Order will be generated and sent to the supplier by Purchasing. The goods (items) can then be purchased or services can begin.
  2. The Purchase Order (PO) is the authorization that binds UVM to the purchase or service and payment to the supplier/service provider. Failure by faculty, staff, or student employees to work with their Business Support Personnel in their unit, to acquire a PO prior to making a purchase or agreeing to services, may result in the individual who placed the order being personally responsible and/or liable to the supplier/provider for payment.
  3. Tips-
  • Quotes are more appropriate for contracting for services from companies that provide routine services, such as printing, and lab testing. These types of services do not require a service agreement and if appropriate paid via the UVM purcard.
  • Service Agreements are for more tailored needs when the deliverables are very specific and in some cases custom designed to meet the needs for the requester. They can be used for dollar amounts under $1,000 if you wish to do so.

Goods Such as Materials, Supplies, Equipment

For suppliers who do not accept payment via Visa credit card (UVM purcard), you must request a Purchase Order in advance of ordering the goods.

(Just a reminder- for many purchases the UVM purcard transaction limit can be increased above the $2,500 limit. Please inquire through the RSENRPUR@uvm.edu email.)

Aiken Center- submit request through the Financial Transaction Portal. For all other support personnel, provide the commonly used forms listed below.

For Goods up to $25,001

Provide your Business Support personnel with the following:

Most Commonly Required Forms (your support personnel will contact you for additional forms if required):

  1. Detailed Quote- official quote or email is sufficient. (Reminder- we are tax exempt in many states.)
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a purchase.

For Goods in excess of $25,000

Provide your Business Support personnel with the following:

Most Commonly Required Forms (your support personnel will contact you for additional forms if required): 

  1. A Quotation Evaluation Form with three supplier quotes or a Single/Sole Source Justification Form is required if only a specific supplier provides the requested goods. Niether form is required if the supplier is on the UVM Contracted Supplier List.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if the supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a purchase.

For Goods in excess of $100,000:

  1. Request for Proposal (RFP) is required.

Services

Services Less than $1,000

Provide your Business Support personnel with the following:

  1. A Supplier Agreement/Contract or quote. (If the services are being performed by a current or recent UVM employee, a determination will need to be made to determine if the payment needs to go through payroll. Your support personnel will work with the RBSC.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal UVM form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a service.

Services $1,000 - $4,999.99

Provide your Business Support personnel with the following:

  1. A detailed Supplier Agreement/Contract or UVM Purchasing Services Agreement. The agreement should be reviewed by the RBSC prior to signature by the supplier. This is a quick review for common terms and rates.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal UVM form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a purchase or service.

Services $5,000 - $25,000

Provide your Business Support personnel with the following:

  1. A detailed Supplier Agreement/Contract or a UVM Purchasing Services Agreement NOT signed by the Service Provider. The agreement should be reviewed by the RBSC prior to signature by the supplier. This is a quick review for common terms and rares.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal UVM form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a purchase or service.

Services $25,001 - $99,999

Provide your RSENR Business Support personnel with the following:

  1. A Quotation Evaluation Form with three vendor quotes attached or a Single/Sole Source Justification Form is required if only a specific vendor provides the requested service or goods.  IF the service provider is or was a recent UVM employee, complete the RSENR Pay Agreement (DOCX). If supplier is on the UVM contracted supplier list then these forms are not needed.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to UVM or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal UVM form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind UVM to a purchase or service.

Services greater than $100,000

  1. Request for Proposal (RFP) is required.

Honorariums and Guest Speakers

Honorariums cannot be charged to a grant and can only be made payable to an individual, not an organiztion.

Notify Communication Specialist, Shari Halik, of any public events so the calendar on the website can be updated..

Honorariums of $100 or less (check request)

  1. Honorariums are made to individuals only.   UVM does not issue honorariums to organizations or companies.   
  2. Request w-9 form from guest speaker.
  3.  Employee vs Independent Contractor Determination form.   Print the form and submit to your business support staff.   The last section "Signatory/Certifier Information" will be signed by either Kathleen or Rose.
  4.  Chart string with approval from budget manager.
  5.  Course Syllabus or Flyer announcing speaker or other form of advertisement (can be a web page print).
  6.  Provide the above to your assigned Business Support Personnel.

Honorariums  $101 - $499.99 (requisition)

  1. Honarariums are made to individuals only.  W9 must have an individual social security number on it.   
  2. New Supplier W-9 Form is required with the home address.  Must not be electroncially signed.   (Income earned over $600 per calendar year will be reported to the IRS,  1099 Misc. Form)   If speaker is from another country, a W8-BEN form is needed.
  3. Employee vs Independent Contractor Determination Form. Print the form and submit to your business support staff.  The last section "Signatory/Certified Information" will be signed by either Kathleen or Rose.
  4. Chart string with approval from budget manager.
  5. Flyer announcing speaker or other form of advertisement (can be a web page). A course syllabus is used when it is related to a specific course.
  6. Provide the above to your assigned Business Support Personnel.

Honorariums $500 or greater  OR  Speaker Travel Expenses $500 or greater (requisition)

  1. Honarariums are made to individuals only.  W9 must have an individual social security number on it.
  2. Review the Speaker Engagement Procedures and complete Speaker Engagement Letter signed by the speaker.    This must be submitted to your Business Support Personnel at least 4 weeks prior to event.    NOTE:  If speaker is a Foreign National, the income earned in the US, will be taxed.   Often the check issued will be less the taxes that are withheld.  Please carefully read the policy on Payments to Foreign Nationals
  3. New Supplier W-9 Form.  Must not be electroncially signed. If speaker is from another country, a W8-BEN form is needed.
  4. Employee vs Independent Contractor Determination Form.  Print the form and submit to your business support staff.  The last section "Signatory/Certified Information" will be signed by either Kathleen or Rose.
  5. Chart string with budget manager approval.
  6. Provide the above to your assigned Business Support Personnel.