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.

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


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 (Cash Equivalent)



P

Refer to Financial Policy 1202 for additional information

Books / Subscriptions

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

Consultants / Professional Services

P



Refer to Financial Policy 1204 related to prohibition from engaging External Audit Firms for specific non-audit services

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


 


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




Industrial Supplies (MRO products, equipment, and tools)

P




Lab Coats

P



Purchases: BuySite Catalog Available
Cleaning: Preferred Supplier Available

Lab Supplies        

Legal Fees

 



Refer to Financial Policy 1215 regarding Retention of Outside Legal Counsel

Mail Service (Courier, freight, messenger)

P




Office Supplies

P

A



Photography
P
     

Printing

P

A



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)

1208 (Individual)

Promotional/Logo Items

P




Relocation Expenses




 

Non-Employee

P

A


Refer to guidance on the Payroll website regarding Moving Expenses

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