Purchases from an off-campus vendor

Purchases from an off-campus vendor not included in the Procurement Option preferences… Bid Limit is $5,000

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 Traineeship Travel Request University Regulations Library
One time purchase of goods
..a. Amounting to less than Bid Limit Details R A P R3-100D
..b. Amount greater than Bid Limit Details R P
Many purchases of goods from the same vendor for the same product
..a. Amounting to less than Bid Limit in one year Details R A P A R3-100D
..b. Amounting to more than Bid Limit in one year Details R P
One time payment for services
..a. Payments to an individual
….1. Amounting to less than Bid Limit Details P A
….2. Amount greater than Bid Limit Details R P
..b. Payments to a company
….1. Amounting to less than Bid Limit Details A A P
….2. Amount greater than Bid Limit Details R P
Multiple payments for services from the same vendor
..a. Payments to an individual
….1. Amounting to less than Bid Limit Details P A R3-100D
….2. Amount greater than Bid Limit Details R P
..b. Payments to a company
….1. Amounting to less than Bid Limit Details A P A R3-100D
….2. Amount greater than Bid Limit Details R P
One time purchase of goods
a. Amounting to less than Bid Limit
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Restricted Method – Payment Request
University Regulations Library – 3-011
University Regulations Library – R3-100D
NOTE: Purchases costing $50 or less may be made with petty cash funds. In the absence of a petty cash fund, personal funds may be used. Do not use the Pcard to pay individuals.
b. Amount greater than Bid Limit
Preferred Method – Requisition
Restricted Method – Payment Request
Many purchases of goods from the same vendor for the same product
a. Amounting to less than Bid Limit in one year
Preferred Method – Purchasing Card
Acceptable Method – Limited Purchase Order
Acceptable Method – Requisition
Restricted Method – Payment Request
University Regulations Library – R3-100D
b. Amounting to more than Bid Limit in one year
Preferred Method – Requisition
Restricted Method – Payment Request
One time payment for services
a. Payments to an individual
..1. Amounting to less than Bid Limit
Preferred Method – Payment Request
Acceptable Method – Limited Purchase Order
NOTE: Limited Orders are good for only one order for a single delivery. It cannot be used as a blanket order (Also known as a blanket purchase order, the blanket order is a business document that authorizes a vendor to provide goods and services to a customer on an ongoing basis.).
..2. Amount greater than Bid Limit
Preferred Method – Requisition
Restricted Method – Payment Request
NOTE: Payments to individuals for services are IRS 1099 reportable transactions that require special handling if the Purchase Order is not setup accordingly.
b. Payments to a company
..1. Amounting to less than Bid Limit
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Limited Purchase Order
NOTE: Limited Orders are good for only one order for a single delivery. It cannot be used as a blanket order (Also known as a blanket purchase order, the blanket order is a business document that authorizes a vendor to provide goods and services to a customer on an ongoing basis.). Payments to incorporated medical or healthcare companies providing medical services or legal fees are IRS 1099 reportable transactions that require special handling if the Purchase Order is not setup accordingly.
..2. Amount greater than Bid Limit
Preferred Method – Requisition
Restricted Method – Payment Request
NOTE: Payments to incorporated medical or healthcare companies providing medical services or legal fees are IRS 1099 reportable transactions that require special handling if the Purchase Order is not setup accordingly.
Multiple payments for services from the same vendor
a. Payments to an individual
..1. Amounting to less than Bid Limit
Preferred Method – Payment Request
Acceptable Method – Requisition
University Regulations Library – R3-100D
..2. Amount greater than Bid Limit
Preferred Method – Requisition
Restricted Method – Payment Request
NOTE: Payments to individuals for services are IRS 1099 reportable transactions that require special handling if the Purchase Order is not setup accordingly.
b. Payments to a company
..1. Amounting to less than Bid Limit
Preferred Method – Purchasing Card
Acceptable Method – Payment Request
Acceptable Method – Requisition
University Regulations Library – R3-100D
..2. Amount greater than Bid Limit
Preferred Method – Requisition
Restricted Method – Payment Request
NOTE: Payments to incorporated medical or healthcare companies providing medical services or legal fees are IRS 1099 reportable transactions that require special handling if the Purchase Order is not setup accordingly.