Procurement Options

Preferred Methods of Procurement

Type of Purchase

P = The use of this document is preferred for this type of purchase.
R = This method of procurement CANNOT be used for this purpose.
A = Prerequisites must be met.

A blank under any method is not prohibited, yet it may not be fitting for the purpose and is thus discouraged. This alternative requires additional documentation to justify your choice of methods

A Requisition can be used in any circumstance except where a specific form is required or specified.

 Campus Order Payment Request Limited Purchase Check Limited Purchase Order Purchasing Card Requisition Scholarship/Fellowship Travel Request University Regulations Library

Details

Academic Dues
Preferred Method – Payment Request
Acceptable Method – Purchasing Card
Restricted Method – Limited Purchase Order
University Regulations Library – 3-192
NOTES: New memberships must be approved by the cognizant dean, director, or designee, or, in the case of the University Hospital personnel, by the hospital administrator. Subsequent payments for renewing memberships already approved as described above can be approved in writing by the member’s supervisor.

Advance Deposits
Preferred Method – Payment Request
Restricted Method – Limited Purchase Order

a. Conferences
Preferred Method – Purchasing Card
Preferred Method – Travel Request
Acceptable Method – Requistion
University Regulations Library – 3-030
FBS Index & Glossary – Conference Prepayment
Travel Options

b. Payments
Acceptable Method – Requistion
NOTES: Advance payments may not be made except to specified government agencies, vendors with minimum prepayment requirements and in certain other cases as determined appropriate by the Purchasing Department.
FBS Index & Glossary – Conference Prepayment

c. Restaurants
Acceptable Method – Requistion
Restricted Method – Purchasing Card
FBS Index & Glossary – Business Meals
FBS Website – Rules Regarding Meals, Awards & Gifts
NOTES: Business meals are prohibited except by special exemption from the Purchasing Card program. Contact the Purchasing Department (581-7241) to apply for access to this feature. As with all transactions, refreshments must be purchased for a legitimate business purpose and must be allowed by the particular funding source. In addition, when University staff members are involved, purchases should be prudent and infrequent so as to satisfy IRS requirements that there was no taxable benefit to the employee.

Advertisements

a. Programs & Billboards
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTES: Payment Request okay for one-time payment under current bid limit

b. Employee Recruitment
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 5-102
NOTES: HR must approve advertising for staff positions

Airline Tickets
Preferred Method – Travel Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-030
FBS Index & Glossary – Travel Services Department
Travel Options

Airplane Charters
Preferred Method – Requistion
Restricted Method – Payment Request

Alcohol (Non-denatured ethyl)
Preferred Method – Campus Order
Acceptable Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192 – See Section III.B.2.d. of Policy (General Stores)

Alcoholic Beverages
Acceptable Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-031
NOTES: Not allowed using state appropriated funds. Any purchase of alcoholic beverages for entertainment or recruiting purposes requires Dean or Director’s written approval.As with all transactions, refreshments must be purchased for a legitimate business purpose and must be allowed by the particular funding source. In addition, when University staff members are involved, purchases should be prudent and infrequent so as to satisfy IRS requirements that there was no taxable benefit to the employee.

Animals
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192
NOTES: Requisitions for the purchase of research animals require the approval of the director of the Comparative Medicine Department.

Architectural Services
Acceptable Method – Requistion
Acceptable Method – Purchasing Card

Art
Acceptable Method – Payment Request
Acceptable Method – Requistion
Acceptable Method – Limited Purchase Order
University Regulations Library – 3-191
NOTE: Payment Request okay for one-time payment under current bid limit

Awards

a. Monetary
Acceptable Method – Payment Request
Restricted Method – Purchasing Card
FBS Index & Glossary – Employee Awards
NOTE: Call Tax Services first.

b. Plaques, etc.
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order

Blinds
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-205
NOTE: Payment Request and Limited Purchase Orders are okay for on-time payments under the current bid limit. Facilities review and approval is required for amounts over the bid limit.

Blood Donors
Preferred Method – Limited Purchase Check
Acceptable Method – Payment Request

Books
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order

Bottled Water Services
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order

Bus Charters
Acceptable Method – Requistion
Acceptable Method – Travel Request
Restricted Method – Payment Request

Campus Purchases
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Requistion
University Regulations Library – 3-193
NOTE: Campus Store, Chartwell’s, & Guest House prefer the Purchasing Card.

Capital Equipment (> $5,000)
Preferred Method – Requistion
Acceptable Method – Campus Order
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-045
University Regulations Library – 3-040
FBS Index & Glossary – Capital Equipment, (Capital Property)
FBS Website – Property Accounting Information and Forms
FBS Website – Property Accounting Definitions

Carpeting
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-205
University Regulations Library- 3-230

Cash Advances for Travel
Preferred Method – Travel Request
Restricted Method – Payment Request
Restricted Method – Purchasing Card
University Regualtions Library – 3-030
FBS Index & Glossary – Travel Services Department
FBS Website – Contact Travel Department

Chemicals
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Website – Supplier Directory
NOTE: Non-denatured ethyl alcohol is restricted and should be ordered on a Campus Order only. See also: Alcohol, Controlled Substances, Gases, Radioactives.

Coffee Services
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
NOTE: As with all transactions, refreshments must be purchased for a legitimate business purpose and must be allowed by the particular funding source. In addition, when University staff members are involved, purchases should be prudent and infrequent so as to satisfy IRS requirements that there was no taxable benefit to the employee.

Communications

a. Telephones
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-190
University Information Technology web site – Telephone Services
NOTES: Use a Telephone Equipment Order for telephones, pagers, and cellular telephones and send to Telecommunications. Telephone equipment, installation, or service on campus (regular or cellular) is prohibited unless NetCom pre-approves in writing.

b. Pagers
Preferred Method – Purchasing Card
University Information Technology web site – Pagers

c. Cellular Telephones
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Information Technology web site – Faculty and Staff Cell Phone Plans

d. Two-way Radios
Preferred Method – Requistion
NOTE: Requires Plant Operations approval.

Compressed or Liquid Gas
Preferred Method – Campus Order
Acceptable Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192 – See Section IV.D.6.b. of Policy

Computer Hardware < Capital or Insurable Equipment Spending Limit
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
NOTE: Purchase > $1,000 are insurable assets and should be recorded in the appropriate expense account.

Computer Software < Capital Spending Limit

a. Programs
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
NOTE: The Campus Order is acceptable for sofware licensed and purchased through the Campus Store or Office of Software Licensing

b. Licensing
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
NOTE: The Campus Order is acceptable for sofware licensed and purchased through the Campus Store or Office of Software Licensing

Conferences, Seminars, Workshops

a. Involving Travel
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Conference Prepayment
Travel Options

b. Local
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
FBS Index & Glossary – Conference Prepayment

Consultants/Independent Contractors
Preferred Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-111
NOTE: Must use Checklist and Agreement – Use a requestion for incorporated consultants.

Construction or Remodeling
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-205

Controlled Substances (Drugs, chemicals, etc.)
Preferred Method – Requistion
Restricted Method – Campus Order
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192
NOTE: A DEA license is required for their purchase.

Corrections or adjustments to the General Ledger
Restricted Method – Campus Order
NOTE: A journal entry is required.

Custodial Services
Restricted Method – Payment Request
Acceptable Method – Requistion

Deposit Refunds
Acceptable Method – Payment Request

Drapes
Acceptable Method – Limited Purchase Check
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Restricted Method – Payment Request
University Regulations Library – 3-205
NOTE: Payment Request is okay for on-time payments under the current bid limit. Facilities review and approval is required for amounts over the bid limit.

Employee Benefits (Entertainment, Tuition, or Gifts (except flowers))
Restricted Method – Purchasing Card
FBS Index & Glossary – Employee Education Benefits
NOTE: See ‘Rules regarding Meals, Awards & Gifts’

Equipment Purchases (Insurable $1,000 ~ $4,999)
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
FBS Index & Glossary – Equipment
NOTE: Payment Request and Limited Order are okay for one-time payments under current bid limit.

Equipment Rental

a. One time rental/payment (not a lease agreement)
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Requistion
FBS Index & Glossary – Equipment
NOTE: Payment Request okay for one-time payment under current bid limit

b. One-time rental/payment (a lease agreement)
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Equipment
University Regulations Library – 3-110

c. Multiple payments for the same equipment
Preferred Method – Purchasing Card
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Equipment
NOTE: Ask for a blanket order.

Fabricated Equipment
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Equipment
NOTE: Ask Property Accounting

Fellowships
Preferred Method – Scholarship/Fellowship Application
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
FBS Index & Glossary – Scholarship/Fellowship Form
University Regulations Library – 3-061
NOTE:Application for Scholarship/Fellowship form

Fines, parking tickets
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
University Regulations Library – 3-060
University Regulations Library – 3-215
NOTE: Drivers of university vehicles shall be personally responsible for fines, forfeitures of bail, or other penalties based upon parking and traffic violations and citations or other infractions or violations of law involving the use of university motor vehicles.

Flowers
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
Restricted Method – Payment Request
NOTE: Generally restricted. See page 3 of Guidelines for Meals/Incentive Awards/Flowers/Retirement Gifts

Flowers, Shrubs, Trees (landscaping)
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion

Food/Meals

a. Business Meals
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
Restricted Method – Purchasing Card
FBS Index & Glossary – Business Meals
University Regulations Library – 3-030
NOTE: As with all transactions, refreshments must be purchased for a legitimate business purpose and must be allowed by the particular funding source. In addition, when University staff members are involved, purchases should be prudent and infrequent so as to satisfy IRS requirements that there was no taxable benefit to the employee.Use a Campus Order for Food and Beverage that is purchased from campus catering services or restaurant facilities. Chartwell’s prefers the Purchasing Card.Business meals are prohibited except by special exemption from the Purchasing Card program. Contact the Purchasing Department (581-7241) to apply for access to this feature.

b. Office Functions
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-031
NOTE: As with all transactions, refreshments must be purchased for a legitimate business purpose and must be allowed by the particular funding source. In addition, when University staff members are involved, purchases should be prudent and infrequent so as to satisfy IRS requirements that there was no taxable benefit to the employee.Use a Campus Order for Food and Beverage that is purchased from campus catering services or restaurant facilities. Chartwell’s prefers the Purchasing Card.

c. Entertainment/Recruitement
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
Restricted Method – Purchasing Card
University Regulations Library – 3-031
NOTE: Business meals are prohibited except by special exemption from the Purchasing Card program. Contact the Purchasing Department (581-7241) to apply for access to this feature.

d. Reimbursements
Acceptable Method – Payment Request
University Regulations Library – 3-031
NOTE: The Payment Request or travel reimbursement request for reimbursement of recruitment and entertainment expenses must be signed by the employee who incurred the expense and by the cognizant dean, director, or vice president. If such expenses were incurred by a dean or director, approval authority shall reside with the cognizant vice president, and if by a vice president, with the president or such officer as the president may designate.

e. Catering
Acceptable Method – Campus Order
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
NOTE: Chartwells (Payment Request restricted to one-time payments under the current bid limit.

Foreign Purchases
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
University Regulations Library – 3-192
NOTE: Customs or tariff charges may need to be paid.

Freight
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
NOTE: If items were purchased on a purchase order then pay the freight on the PO. Otherwise, send the freight bills directly to Accounts Payable.

Furniture
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-205
NOTE: Payment Request is okay for on-time payments under the current bid limit. Facilities review and approval is required for amounts over the bid limit.

Gases (Compressed)
Preferred Method – Campus Order
Acceptable Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192 – See Section IV.D.6.b. of Policy

Gifts (except flowers for condolence)
Restricted Method – Purchasing Card
NOTE: See ‘Rules regarding Meals, Awards & Gifts’

Guest Lecturers
Preferred Method – Payment Request
Restricted Method – Purchasing Card
FBS Index & Glossary – Guest Lecturer/Performer Agreement
University Regulations Library – 3-062
NOTE: Must use Guest Lecturer/Performer agreement

Honorariums
Preferred Method – Payment Request
Restricted Method – Purchasing Card
University Regulations Library – 3-062
NOTE: Must use Payment Request

Human Specimens/Body Parts
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Human Subject Payments

Human Subjects
Preferred Method – Limited Purchase Check
Acceptable Method – Payment Request
FBS Index & Glossary – Human Subject Payments

Insurable Equipment
Preferred Method – Purchasing Card
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
FBS Index & Glossary – Insurable Equipment

Insurance
Acceptable Method – Payment Request
FBS Index & Glossary – Insurable Equipment

Lab Supplies
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
FBS Website – Supplier Directory

Leases, Real Property
Acceptable Method – Requistion
Restricted Method – Payment Request
Acceptable Method – Payment Request
University Regulations Library – 3-111

License Renewal Fees

a. Professional
Preferred Method – Purchasing Card
Acceptable Method – Payment Request

b. Institutional
Preferred Method – Purchasing Card
Acceptable Method – Payment Request

c. Drug (DEA)
Preferred Method – Purchasing Card
Acceptable Method – Payment Request

Live Animals
Preferred Method – Requistion
Restricted Method – Campus Order
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192

Lodging for Conferences
Acceptable Method – Requistion
Acceptable Method – Travel Request
Restricted Method – Payment Request

Maintenance

a. Agreements
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One Payment per LPO. Otherwise, prepare a requisition and ask for a blanket order.

b. One time repairs
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-191
University Regulations Library – 3-205
NOTE: Prepare a requisition if the repair is over the bid limit or is on a machine that has hazardous or radioactive materials. See Policy 3-205 regarding grounds and property repairs.

Medical Services
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion

Medications and Implants
Acceptable Method – Requistion
Restricted Method – Payment Request

Memberships
Preferred Method – Payment Request
Acceptable Method – Purchasing Card
Restricted Method – Limited Purchase Order
NOTE: New memberships must be approved by the cognizant dean, director, or designee, or, in the case of the University Hospital personnel, by the hospital administrator. Subsequent payments for renewing memberships already approved as described above can be approved in writing by the member’s supervisor.

Moving Expenses
IRS Publication – Moving Expenses
FBS Index & Glossary – Moving Expenses
University Regulations Library – 3-032

a. Moving Companies (Household or Office)
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Moving Expenses

b. Reimbursements
Acceptable Method – Payment Request
FBS Index & Glossary – Moving Expenses

Musical Instruments
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

Performers (Individual and Groups)
Preferred Method – Payment Request
Restricted Method – Purchasing Card
FBS Index & Glossary – Performer/Guest Lecturer Agreement
University Regulations Library – 3-062
NOTE: Must use Guest Lecturer/Performer Agreement.

Personal Purchases
University Regulations Library – 3-100
NOTE: Personal Purchases are not allowed.

Petty Cash Reimbursements
FBS Index & Glossary – Petty Cash Funds
University Regulations Library – 3-011
NOTE: Must use Petty Cash Reimbursement form.

Printing and Copying
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

Purchases from an off-campus vendor
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
Restricted Method – Campus Order
NOTE: See Chart of Preferred Methods

Purchases amounting to more than document or bid limits
Preferred Method – Requistion
Acceptable Method – Limited Purchase Check
Acceptable Method – Limited Purchase Order
University Regulations Library – 3-190

Radioactive Isotopes
Preferred Method – Requistion
Restricted Method – Campus Order
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-192
NOTE: Radioactive material and radiation-generating equipment may be requisitioned with the standard university requisition form.

Registrations
University Regulations Library – 3-030
Travel Options

a. Local Seminars – Non-Travel related
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Requistion
FBS Index & Glossary – Conference Prepayment

b. Conference (related to travel)
Preferred Method – Purchasing Card
Acceptable Method – Travel Request
Restricted Method – Limited Purchase Order
FBS Index & Glossary – Conference Prepayment
NOTE: If there will be travel expenditures related to the conference, then prepare a travel request and send it to the Travel Department.

c. Conference fees (no travel expenditures)
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Requistion
FBS Index & Glossary – Conference Prepayment

Reimbursements
Preferred Method – Payment Request
NOTE: Must be approved by next higher authority. Reimbursements for business meals including alcoholic beverages require a Dean or Director’s written approval.

Rents/Lease (space rental, real property, etc.)
Acceptable Method – Requistion
Restricted Method – Payment Request
NOTE: Consult with the Director of Research Park first.

Repair or alterations of University physical facilities
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
University Regulations Library – 3-191
University Regulations Library – 3-205
NOTE: Contact Campus Planning

Repairs and Maintenance
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

Reprint fees (Manuscript and Page charges)
Acceptable Method – Payment Request
Restricted Method – Purchasing Card

Research Subjects (Payments to People)
Preferred Method – Limited Purchase Check
Acceptable Method – Payment Request
NOTE: Requires IRS Form W-9

Restricted items as outlined in Policy 3-192
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
University Regulations Library – 3-192

Royalties
Acceptable Method – Payment Request

Scholarships
Preferred Method – Scholarship/Fellowship Application
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
FBS Index & Glossary – Scholarship/Fellowship Form
University Regulations Library – 3-061
NOTE: Application for Scholarship/Fellowship form

Services provided by University faculty, staff, or students
University Regulations Library – 5-403
NOTE: Process through Payroll.

Services, such as repairs, custodial, plant maintenance, etc
Preferred Method – Campus Order
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Orde
Acceptable Method – Requistion
NOTE: Use a Campus Order for campus provided services.

Signage
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

Slide Reproductions (Photography)
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion

Software
Acceptable Method – Campus Order
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
Restricted Method – Payment Request
NOTE: See Software Licensing

Social Dues
Acceptable Method – Payment Request

Stipends (heretoafter referred to as Scholarships/Fellowships)
Preferred Method – Scholarship/Fellowship Application
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
FBS Index & Glossary – Scholarship/Fellowship Form
University Regulations Library – 3-061
NOTE: Application for Scholarship/Fellowship form

Student Events
Restricted Method – Purchasing Card

Subcontracts
Acceptable Method – Requistion
Restricted Method – Payment Request

Subscriptions

a. Magazines, Newspapers, and Periodicals
Preferred Method – Purchasing Card
Acceptable Method – Payment Request

b. Internet Access to Mission Critical Applications < $5,000
Preferred Method – Purchasing Card
Acceptable Method – Payment Request

Internet Access to Mission Critical Applications > $5,000
Preferred Method – Requistion

Supplies (Office)
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

Telecommications Services and Equipment
Acceptable Method – Requistion
Restricted Method – Payment Request

Temporary Services (Employment Agencies)
Preferred Method – Purchasing Card
Acceptable Method – Requistion
Restricted Method – Payment Request

Transcription Services

a. One-Time
Acceptable Method – Payment Request
Acceptable Method – Requistion
University Regulations Library – 3-191
NOTE: One-time payments greater than current bid limit should appear on a requisition.

b. Recurring
Acceptable Method – Payment Request
Acceptable Method – Requistion
NOTE: Use a requisition if the sum of all incremental payments to the vendor in any twelve month period is expected to be more than the current bid limit.

Travel (lodging, hotels, motels, restaurants, airline tickets, etc.)
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: University Guest House is acceptable.

Travel Reimbursements for University employees or guests
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement
University Regulations Library – 3-030

a. Airfare procurement
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Airfare, Reservation Request (See: Step 1: AirSelect Request Form)
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: A Payment Request is acceptable upon approval of Travel Manager

b. Airfare Early Reimbursement (employee, prior to trip)
Preferred Method – Travel Request
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement

c. Airfare Early Reimbursement (non-employee, prior to trip)
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement
NOTE: Guests of the University should provide original receipts, a detailed itinerary or accounting of expenditures.

d. Conference Registration (employee, prior to trip)
Preferred Method – Travel Request
Preferred Method – Purchasing Card
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Conference Prepayment
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help

e. Conference Registration (non-employee, prior to trip)
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Conference Prepayment
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: Guests of the University should provide original receipts, a detailed itinerary or accounting of expenditures. Travel form is required when airfare is booked with a travel form.

f. Early Trip Reimbursement (employee, prior to trip)
Preferred Method – Travel Request
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement

g. Early Trip Reimbursement (non-employee, prior to trip)
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement
NOTE: Guests of the University should provide original receipts, a detailed itinerary or accounting of expenditures. Travel form is required when airfare is booked with a travel form.

h. Final Trip Reimbursement (employee, after trip)
Preferred Method – Travel Request
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement

i. Final Trip Reimbursement (non-employee, after trip)
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
FBS Index & Glossary – Travel Reimbursement
NOTE: Guests of the University should provide original receipts, a detailed itinerary or accounting of expenditures. Travel form is required when airfare is booked with a travel form.

j. Hotel Deposit (employee, prior to trip)
Preferred Method – Travel Request
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Hotel Prepayment
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: All overnight-stay trips must be processed on a travel form.

k. Hotel Deposit (non-employee, prior to trip)
Preferred Method – Travel Request
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
Restricted Method – Purchasing Card
Restricted Method – Requistion
Restricted Method – Scholarship/Fellowship Application
FBS Index & Glossary – Hotel Prepayment
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: Guests of the University should provide original receipts, a detailed itinerary or accounting of expenditures. Travel form is required when airfare is booked with a travel form.

l. Local mileage (Not travel expense)
Acceptable Method – Payment Request
Restricted Method – Limited Purchase Order
FBS Index & Glossary – Mileage (Personal)
FBS Index & Glossary – Travel Services Department
FBS Index & Glossary – Travel Application Help
NOTE: A travel log is required (date, start and destination points, purpose)

Tuition
Restricted Method – Purchasing Card

Uniforms
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Purchasing Card
Acceptable Method – Requistion
University Regulations Library – 3-191

Utility Bills (monthly charges for Gas, Elec., etc.)
Preferred Method – Purchasing Card
NOTE: Send directly to Accounts Payable. Send all approved-unpaid utility invoices to Accounts Payable for processing. Do not send invoices that have been paid with the Purchasing Card to Accounts Payable.

Vehicle Purchases and Rentals
Acceptable Method – Requistion
Restricted Method – Payment Request
FBS Index & Glossary – Car Rental
University Regulations Library – 3-030

Waste Disposal
Acceptable Method – Requistion
Restricted Method – Payment Request

Modular workstations not requiring alterations to physical facilities
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
Acceptable Method – Requistion
NOTE: Payment Request and Limited Order are okay for one-time payments under current bid limit.

Workstations with panels requiring alterations to physical facilities
Preferred Method – Requistion
Restricted Method – Payment Request
Restricted Method – Limited Purchase Order
University Regulations Library – 3-191
University Regulations Library – 3-205
NOTE: Cubicals with laminated work surfaces and sound proof enclosures, modular furniture.

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