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



 

Industrial Supplies (MRO products, equipment, and tools)

P



 
Lab Coats P     Purchases: BuySite Catalog Available
Cleaning: Preferred Supplier Available

Lab Supplies

P



 

Legal Services

P



Refer to Financial Policy 1215 regarding Retention of Outside Legal Counsel

Legal Settlements

    P  

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)
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