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



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

Employment Agency / 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 Test Subjects



P

Refer to the Human/Research Subjects website for guidance

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



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




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