The University of Chicago

Financial Services

  

Preferred Purchasing Methods

Purchase Order - The University has two (2) methods to request and create a purchase order, BuySite or the paper Purchase Request Form 100. The BuySite order is created by the department in the University's electronic purchasing application and allows the department to make purchases from University authorized suppliers. The Form 100 is generally used for orders in excess of $25,000 or when requesting a contract review.

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. Visit the GEMS site for more information.

Check Request - A Non-Purchase Order payment method used for limited goods or services. A Direct Payment Voucher (DPV) is the most commonly used example. Visit the check request section for more information.

Advertising P X   Policy 1013
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 X  
Business Meals   P   Includes Grocery Purchases for an event
Capital Equipment Purchases P     Policy 1004.1
Catering X P X  
Construction / Renovation / Operations       Contact Facilities Services
Consultants / Professional Services X   P  
Donations     P Policy 1206
Events and Entertainment       Special Events Announcement
Hotel Room Block/Facility Rental   P X  
Tents / Staging / Lighting P      
Sporting Event   P X  
Food and Beverage Services X P    
Furniture P     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 Policy 1206
Policy 1211
Honoraria     P Contact Payroll Services
Human Resources        
Benefits (Medical/Dental)        
Employment Agency / Training Firms P X X  
Executive Recruitment P      
Tuition        
Human Test Subjects     P  
Information Technology      

If not available through BuySite or IT Solution Center, contact PPS (pps@uchicago.edu) for more information.
Computers/Peripherals/Software P      
Maintenance/Support P      
Industrial Supplies P      
Lab Supplies P      
Legal Fees     P Policy 1215
Mail Service        
Office Machines      

Contact IT Services Support @ 4-TECH (773-834-8324) /support@uchicago.edu
Office Supplies P X    
Printing P X    
Professional Development       Policy 1209
License Fees   P X  
Conference Fees   P X  
Membership Fees   P X  
Promotional/Logo Items P      
Relocation Expenses       Contact Payroll Services
Non Employee P X    
Employee   X P  
Rent/Lease Payments     P  
Repairs (Service/Maintenance) P X    
Royalties     P  
Scholarships / Fellowships / Stipends     P  
Security / Alarms / Access Control        
Speakers / Honorariums     P  
Taxes     P  
Telecommunications      

Contact IT Services -for more information,with the links provided below.
Analog / VOIP        http://itservices.uchicago.edu/services/voice-telecommunications
Wireless Phones & Service Providers        http://itservices.uchicago.edu/services/cellular-phone-services
Transportation        
Livery / Charters / Shuttles P X    Livery Rate Sheet
Parking / Tolls   P    
Taxicabs / Limousines   P    
Travel       News Flash-Breaking Travel News 
Airfare / Car Rental / Lodging   P    
Individual Travel Meals   P    
Utilities   P X  

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