Quick Reference Guide Preferred Purchasing Methods

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.

Click here for a printable copy.

Preferred Purchasing method is listed with a "P" acceptable alternative methods are listed with an "X”


Good or Services


PO


GEMS

Check

Request


Notes

Advertising

P

X


Refer to Policy 1013 for guidance on accounting for Advertising

Animals

P




Apparel (lab coats/uniforms)

P




Athletic Goods and Services

P




Audio Visual

P




Awards and Prizes (Cash Equivalent)



P

Not allowed for employees

Books / Subscriptions

X

P



Business Meals


P


Includes Grocery Purchases for an event

Capital Equipment Purchases

P



Refer to Policy 1004.1 for capital equipment accounting guidance

Catering

X

P



Construction / Renovation / Operations




Contact Facilities Services

Consultants / Professional Services

P




Donations



P

Refer to Policy 1206 regarding gifts to Not-for-Profit organizations

Events and Entertainment




Refer toGuidelines for Hotel and Event Agreements” on the Financial Services website

Hotel Room Block/Facility Rental


P



Tents / Staging / Lighting

P




Sporting Event


P


Requires prior approval from the AVP of Finance

Food and Beverage Services

X

P




Furniture


P


XX


Per State of Illinois, all new/reupholstered furniture purchases must comply with Fire Resistive Rating Policy, following instructions of Procedure 13.31. Forward a copy of the Fire Resistive Rating Policy to the Supplier prior to releasing your purchase order.


Gifts (Non-Cash)


P



 

Refer to Policy 1206 regarding gifts to Not-for-Profit organizations; refer to Policy 1211 regarding gifts to employees

Honoraria



P

Refer to the Honorarium Payments section of the Financial Services website for guidance

Human Resources





Benefits (Medical / Dental)




Contact Human Resources

External Temporary Staffing
P
    HR Policy 203 – Temporary Employment

Training Firms

P

X



Executive Recruitment

P



Refer to Human Resources Talent Acquisition website

Background Checks




HR coordinates centrally using General Information Services, Inc. (GIS)


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




If not available through BuySite, contact SSO (services@uchicago.edu) for more information

Computers/Peripherals/Software

P




Maintenance/Support

P




Industrial Supplies

P




Lab Supplies

P




Legal Fees

 



Refer to Policy 1215 regarding Retention of Outside Legal Counsel

Mail Service

P




Office Machines




Contact IT Services Support @ 4-TECH (773-834-8324) or support@uchicago.edu

Office Supplies

P

X



Photography
P
     

Printing

P

X



Professional Development




Refer to Policy 1209 regarding Membership Fees and Dues

License Fees


P

X


Conference Fees


P

X


Membership Fees


P

X


Promotional/Logo Items

P




Publication Fees   X P  

Relocation Expenses




Refer to guidance on the Payroll website regarding Moving Expenses

Non-Employee

P

X



Employee




Contact Payroll

Rent/Lease Payments



P

Refer to Policy 1213 regarding the leasing of real estate

Repairs (Service/Maintenance)

P

X



Royalties



P


Scholarships / Fellowships / Stipends



P


Security / Alarms / Access Control

P




Speakers / Honorariums



P


Taxes



P


Telecommunications




Contact IT Services

Analog / VOIP





Wireless Phones & Service Providers





Transportation





Car Share


P


Refer to “UChicago Discount Program” on the Financial Services website

Charters / Shuttles

P

X



Parking / Tolls


P



Taxicabs / Limousines / Livery

X

P


Refer toLivery Rate Sheet “on the” UChicago Discount Program” section of the Financial Services website

Travel





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



Utilities

X

X

P