PreferredPurchasingMethods(9)

Quick Reference Guide Preferred Purchasing Methods

Purchase Order - Purchase Order - University Purchase Orders (POs) can be created in BuySite, the University’s electronic purchasing application. BuySite allows departments to make purchases from University authorized suppliers.

GEMS Card - The University's corporate credit card that works in conjunction with the web based expense management system. The card provides faculty and staff with a convenient method of procuring and paying for travel expenditures and small dollar purchases.

Check Request - The University uses the ePayment online application to issue Non-Purchase Order payments to suppliers for a select group of expense types that are not well suited for purchase orders or credit card payments.

Good or Services	PO	GEMS	Check Request	Notes
Advertising	P	A		Refer to Financial Policy 1013 for guidance on accounting for Advertising
Animals	P			Contact Animal Resource Center
Apparel (lab coats/uniforms)	P
Athletic Goods and Services	P
Audio Visual	P
Awards and Prizes			P	Refer to Financial Policy 1202 for additional information
Books / Periodicals	A	P
Business Meals		P		Refer to Financial Policy 1202 for additional information
Capital Equipment Purchases	P			Refer to Financial Policies 1004.1-8
Catering	A	P
Construction / Renovation / Operations				Contact Facilities Services Work Center
Consultants / Professional Services	P			Refer to Financial Policy 1204 related to prohibition from engaging External Audit Firms for specific non-audit services
Delivery Service (courier, freight, messenger) Lecture Fees	P
Disposal of Any University Owned Equipment				Refer to Financial Policy 1004.3
Donations / Gifts to Other Not-For-Proft & Charitable Organizations			P	Refer to Financial Policy 1206
Events and Entertainment				Refer to “Guidelines for Hotel and Event Agreements” on the Financial Services website
Hotel Room Block/Facility Rental		P
Tents / Staging / Lighting	P
Sporting Event	A	P
Furniture	P	X		Refer to Environmental Health and Safety Policy
Gifts (Non-Cash)	P			Refer to the following Financial Policies regarding gifts: 1206 To Not-for-Profit and Charitable Organizations
				1211 Based on University/Employee Relationship
				1212 To Non-Employees
				1217 Donor and Volunteer
Honoraria			P	Refer to the Honorarium Payment Guidance Website
Human Resources
Background Checks				HR coordinates centrally; Refer to HR Policy 204
Executive Recruitment	P			Refer to HR Policy 202
External Temporary Staffing	P			Refer to HR Policy 203
Training Firms	P	A

Good or Services	PO	GEMS	Check Request	Notes
Human Subject Payments				Refer to the Human/Research Subjects website for guidance
Gift Cards	P
Cash Payments			P
Information Technology
Computing Hardware (Networking, Servers,etc)	P
Desktops/Laptops/Peripherals	P
Multi-Functional Printers/Copiers				Contact IT Services Support @ 4-TECH (773-834-8324) or support@uchicago.edu
Software (License, Maintenance, Support)	P
Website Development Services Preferred Suppliers	P			Refer to Preferred Website Development Services Program
Industrial Supplies (MRO products, equipment, and tools)	P
Lab Coats	P			Purchases: BuySite Catalog Available Cleaning: Preferred Supplier Available
Lab Supplies	P
Legal Services and Settlements	P			Refer to Financial Policy 1215 regarding Retention of Outside Legal Counsel
Mail Service of the United States Post Office and Postage	P
Medical and Technical Testing Services	P		A
Office Supplies	P	A
Photography	P
Printing
Business Cards and Stationery	P
Commercial Print	P			Utilize the Preferred Printing Program
Professional Development				Refer to Policy 1209 regarding Membership Fees and Dues
License / Certification Fees		P	A
Conference Registration Fees		P	A
Membership Fees		P	A	Refer to Financial Policies 1207 (Institutional)
Membership Fees		P	A	1208 (Individual)
Promotional/Logo Items	P
Refunds			P
Relocation Expenses				Refer to guidance on the Payroll website regarding Moving Expenses
Non-Employee	P	A
Employee				Contact Payroll
Rent/Lease Payments			P	Refer to Policy 1213 regarding the leasing of real estate
Repairs (Service/Maintenance)	P	A
Royalties			P
Scholarships / Fellowships / Stipends			P
Security / Alarms / Access Control	P
Speakers / Honorariums			P
Taxes			P
Telecommunications (Office or Mobile)				Request Services through IT Services
Analog / VOIP
Wireless Phones & Service Providers
Transportation
Buses / Charters / Shuttles	P	A
Parking / Tolls		P
Taxicabs / Limousines / Livery	A	P		Refer to “Livery Rate Sheet “on the” UChicago Discount Program” section of the Financial Services website
Travel				Refer to Financial Policy 1202
Airfare / Car Rental / Lodging		P		Refer to “UChicago Discount Program” on the Financial Services website
Individual Travel Meals		P
Passport and Visa Services		P
Travel Agency		P		Booking through Concur (online) or Fox World Travel (agent assisted)
Utilities	A	A	P
Vehicles	P