Procurement Services

Procurement Services provides integrated solutions to enhance the University's Procure-to-Pay experience. This includes establishing contracts, creating purchase orders and administering the credit card program, travel services and other specialized campus programs.

In the Spotlight 

Coronavirus Updates

On March 10, the Provost’s Office announced that “The University is suspending all nonessential international and domestic University travel” and “suspending University-sponsored events and gatherings of more than 100 people effective immediately through April 15.”

Please click here for UChicago Covid-19 travel advisories and updates.

Please click here for a link to the most often asked questions and answers related to travel and meetings.  

Please click here for a link to the most often asked questions and answers related to procurement.  

Please click here for an update on the Administrative Continuity plans for Shared Services, Financial Services, HR, and IT Services.

Changes to Financial Policy 1202

Effective March 1, the University is updating Travel Policy and Procedures (also called Financial Policy 1202) to ensure timely reconciliation of expenses and better compliance with IRS regulations. The updated policy clarifies restrictions related to grant accounts, streamlines University expense types, and provides clearer guidelines for faculty, other academic appointees, and staff regarding charging/reconciling their GEMS transactions. The policy also has been renamed Business Expense Management.  Read More...

New ServiceNow Form

A new ServiceNow form "PO Cancel/Modify" will be available beginning January 30th that will allow users to request BuySite purchase order (PO) modifications and cancellations. This form should be used in place of the "Ask a Purchasing/Payment Question" form. Please click here to view and or submit a request. The benefits of this form include automated routing to the FAS approver for increased PO values and the appropriate procurement team for action. This form also provides guidelines on what changes are allowed on a PO.

If you should have any questions, please contact the Shared Services HelpDesk at 2-5800 for assistance.

Notice to Suppliers: Fraudulent Purchase Order Email Activity

We want to alert you to an active email scam involving purchase orders and request for product quotations that purport to originate from The University of Chicago but are in fact fraudulent.  While The University cannot prevent this illegal actvitiy, we are actively working with law enforcement to investigate these fradulent email contacts.

We can share some common traits or themes of these fradulent emails that may help reduce risk to your company in becoming a financial victim of this scam:

[Read more] [Printer-friendly version]

Effective December 3, 2018: University of Chicago address and email change for PO invoices

Effective December 3, 2018, the billing email and mailing address for all University of Chicago Purchase Order (POs) has changed. In an effort to standardize the invoice process for vendors there is a new single bill-to address or email to process invoices. Please note this change does not impact University of Chicago Medical Center billing. We ask that you please update your records to note the new mailing address and email:

US Postal address:
The University of Chicago
P.O. Box 1017
South Bend, IN 46624

Email address: invoices@uchicago.edu

For assistance, please contact the University of Chicago Shared Services Office:

For information on the campus impact, please click here.

BuySite Enhancements: PO Invoices will be visible in BuySite

The University of Chicago is updating BuySite, our online purchase order (PO) system, to improve the transparency to invoice approvals and payment status. All University PO invoices will be received at a single address and scanned into the system. BuySite will automatically match invoices to their corresponding PO and route invoices requiring approval to the appropriate local campus individual. Please click here to access the online training resources or to register for a training session.

If you have any questions, please contact the Shared Services Help Desk at 773.702.5800 or online at services.uchicago.edu.

Click here for additional information about BuySite Enhacements

Uniform Guidance

The University’s implementation of the Uniform Guidance Procurement Standards will become effective July 1, 2018 in conjunction with updated federal government regulations.

 In an effort to improve efficiency and expenditure oversight, the federal government is updating its procurement guidance for institutions that manage federal funds through grants and contracts.  The most visible aspect of the changes is an increase to the purchasing thresholds for competition and documentation requirements. 

Beginning July 1, 2018, procurement thresholds will be:


Range

Procurement Method

Documentation Requirements

$0 - $10k

Micro-Purchase

Documentation of price

$10k-$150k

Informal Procurement

Documentation of competition or sole source justification and price reasonability

>$150k

Formal Procurement

Competitive proposals (or sole source justification) – proactively engage Procurement Services

     

A complete summary of the changes is available here
A list of FAQs is available here.
A short informational video that highlights the key changes to the procurement process which can be accessed here.

If you have any questions, please contact the Shared Services Help Desk at 773.702.5800 or online at services.uchicago.edu.

Training opportunities are available!

  • Introduction to Procure-to-Pay - Suggested pre-requisite for all Procurement System Training
  • BuySite Fundamentals - University’s web Purchasing Application
  • GEMS New User Training - University’s Expense Management Program
  • Introduction to ePayment - University’s Check Request System

Click here to register.  For questions contact a Shared Services, Customer Resolution Specialist by dialing 2-5800 from your University phone.

Uniform Guidance

The University has opted to delayed the implementation of the Uniform Guidance Procurement Standards until July 1, 2018 as provided by the waiver of the procurement rules stated in2 CFR Part 200, released May 17, 2017.  Additional information regarding the extension is located at: https://s3.amazonaws.com/public-inspection.federalregister.gov/2017-09909.pdf.  . In the interim, the OMB Circulars will apply to grants, cooperative agreements, and all procurement transactions.

View the news archive for past announcements.