Purchase of Services or Goods (Items)

Business Support Personnel:

Secondary Contact:ÌýKathleen Wells

We recommend procurement of services or goods be initated at least 4 - 6Ìýweeks prior to the start or acquisition!

New Policy and Process Effective May 5, 2017

The most critical changes are:

  1. A quote or service agreement MUST BE otained or completed well in advance of the services being performed or goods (items) being ordered. Only ¶¶Òõ̽̽'s Purchasing Department has the authority to approve purchases and enter into contracts. Your Business Support Personnel will submit a requsition to Purchasing. Once the requisition is approved a Purchase Order will be generated and sent to the supplier by Purchasing. The goods (items) can then be purchased or services can begin.
  2. The Purchase Order (PO) is the authorization that binds ¶¶Òõ̽̽ to the purchase or service and payment to the supplier/service provider. Failure by faculty, staff, or student employees to work with their Business Support Personnel in their unit, to acquire a PO prior to making a purchase or agreeing to services, may result in the individual who placed the order being personally responsible and/or liable to the supplier/provider for payment.
  3. Tips-
  • Quotes are more appropriate for contracting for services from companies that provide routine services, such as printing, and lab testing. These types of services do not require a service agreement and if appropriate paid via the ¶¶Òõ̽̽ purcard.
  • Service Agreements are for more tailored needs when the deliverables are very specific and in some cases custom designed to meet the needs for the requester. They are required for dollar amounts $1,000 and above and optional for under $1,000.

Goods Such as Materials, Supplies, Equipment

For suppliers who do not accept payment via Visa credit card (¶¶Òõ̽̽ purcard), you must request a Purchase Order in advance of ordering the goods.

(Just a reminder- for some purchases the ¶¶Òõ̽̽ purcard transaction limit can be increased above the $2,500 limit. Please inquire through the RSENRPUR@uvm.edu email.)

Submit request through the Financial Transaction Portal. For support personnel, provide the commonly used forms listed below through the Financial Transaction Portal.

For Goods up to $25,001

Provide your Business Support personnel with the following:

Most Commonly Required Forms (your support personnel will contact you for additional forms if required):

  1. Detailed Quote or Detailed Email is sufficient. (Reminder- we are tax exempt in many states.)
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A Ìýform, if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. If you are unsure contact your support personnel for a determination.
  4. If contracting with a foreign vendor, an is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a purchase.

For Goods in excess of $25,000

Most Commonly Required Forms (your support personnel will contact you for additional forms if required):Ìý

  1. A Quotation Evaluation Form with three supplier quotes or a Single/Sole Source Justification Form is required if only a single supplier provides the requested goods. Niether form is required if the supplier is on the ¶¶Òõ̽̽ Contracted Supplier List.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A , if the supplier is new to ¶¶Òõ̽̽Ìýor hasn't been paid in several years. Contact your support personnel for a determination.
  4. If contracting with a foreign vendor, an is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a purchase.

For Goods in excess of $100,000:

  1. Request for Proposal () is required.

Services

Services Less than $1,000

Provide your Business Support personnel with the following:

  1. A Supplier Agreement/Contract or quote. (If the services are being performed by a current or recent ¶¶Òõ̽̽ employee, a determination will need to be made to determine if the payment needs to go through payroll. Your support personnel will work with the RBSC.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal ¶¶Òõ̽̽ form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a service.

Services $1,000 - $4,999.99

Provide your Business Support personnel with the following:

  1. A detailed Supplier Agreement/Contract or a ¶¶Òõ̽̽ Purchasing Service AgreementÌý/sites/default/files/Division-of-Finance/purchasing/serviceprocedures.pdfÌý. The agreement should be reviewed by the RBSC prior to signature by the supplier. This is a quick review for common terms and rates.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal ¶¶Òõ̽̽ form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form W-8BEN or W-8BEN-E is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a purchase or service.

Services $5,000 - $25,000

Provide your Business Support personnel with the following:

  1. A detailed Supplier Agreement/Contract orÌýa ¶¶Òõ̽̽ Purchasing Service Agreement /sites/default/files/Division-of-Finance/purchasing/serviceprocedures.pdf .ÌýÌýNOT signed by the Service Provider. The agreement should be reviewed by the RBSC prior to signature by the supplier. This is a quick review for common terms and rates.
  2. Chart string with approval to use the chart string from budget manager when applicable.
  3. A New Supplier W-9, if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. Contact your support personnel for a determination.
  4. If the W-9 lists an individual name, rather than a business name, then an internal ¶¶Òõ̽̽ form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  5. If contracting with a foreign vendor, an IRS Form is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a purchase or service.

Services $25,001 - $99,999

Provide your RSENR Business Support personnel with the following:

  1. A detailed Supplier Agreement/Contract or a ¶¶Òõ̽̽ Purchasing Service Agreement /sites/default/files/Division-of-Finance/purchasing/serviceprocedures.pdf .Ìý NOT signed by the Service Provider. The agreement should be reviewed by the RBSC prior to signature by the supplier. This is a quick review for common terms and rates.
  2. A Quotation Evaluation Form with three vendor quotes attached or a Single/Sole Source Justification Form is required if only a specific vendor provides the requested service or goods.ÌýNiether form is required if the supplier is on the ¶¶Òõ̽̽ Contracted Supplier List.
  3. Chart string with approval to use the chart string from budget manager when applicable.
  4. A New Supplier W-9, if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. Contact your support personnel for a determination.
  5. If the W-9 lists an individual name, rather than a business name, then an internal ¶¶Òõ̽̽ form is required. This form is the Employee vs Independent Contractor Determination Form. Your Business Support Personnel can assist you with completing this form.
  6. If contracting with a foreign vendor, an is required.

Only Purchasing Department has the authority to bind ¶¶Òõ̽̽ to a purchase or service.

Services greater than $100,000

  1. Request for Proposal (RFP) is required.

Honorariums and Guest Speakers

Notify Communication Specialist, Shari Halik, of any public events so the calendar on the website can be updated.

Submit request through the Financial Transaction Portal. For support personnel, provide the commonly used forms listed below through the Financial Transaction Portal.

Honorariums of $100 or less (check request)

  1. A , if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. If you are unsure contact your business support personnel for a determination.
  2. If Honorarium is for a foreign country, a form is required. NOTE: If speaker is a Foreign National, the income earned in the US may be taxed.
  3. ÌýEmployee vs Independent Contractor Determination form.ÌýÌýYour business support personnel can assist you with completing this form.
  4. Course Syllabus or Flyer announcing speaker or other form of advertisement (can be a web page print).
  5. Chart string with approval to use the chart string when applicable from budget manager.

    Tip #1:ÌýHonorariums cannot be charged to a grant.
    Tip #2: If the payment(s) equal or exceed $600 in a calendar year, IRS Form 1099-misc will be issued by the University identifiying the payment as "Other Income."

Honorariums Ìý$101 - $499.99 (requisition)

  1. A , if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. If you are unsure contact your business support personnel for a determination.
  2. If Honorarium is for a foreign country, a form is required.ÌýNOTE: If speaker is a Foreign National, the income earned in the US may be taxed.
  3. ÌýYour business support personnel can assist you with completing this form.
  4. Course Syllabus or Flyer announcing speaker or other form of advertisement (can be a web page print).
  5. Chart string with approval to use the chart string when applicable from budget manager.

    Tip #1: Honorariums cannot be charged to a grant.
    Tip #2: If the payment(s) equal or exceed $600 in a calendar year, IRS Form 1099-misc will be issued by the University identifiying the payment as "Other Income."

Honorariums $500 or greater ÌýOR ÌýSpeaker Travel Expenses $500 or greater (requisition)

  1. A , if supplier is new to ¶¶Òõ̽̽ or hasn't been paid in several years. If you are unsure contact your business support personnel for a determination.
  2. If Honorarium is for a foreign country, a form is required.ÌýNOTE: If speaker is a Foreign National, the income earned in the US may be taxed.
  3. Your business support personnel can assist you with completing this form.
  4. Review the Speaker Engagement Procedures and complete Speaker Engagement Letter signed by the speaker.ÌýThis must be submitted at least 4 weeks prior to event.
  5. Chart string with approval to use the chart string when applicable from budget manager.Ìý

    Tip #1: Honorariums cannot be charged to a grant.
    Tip #2: If the payment(s) equal or exceed $600 in a calendar year, IRS Form 1099-misc will be issued by the University identifiying the payment as "Other Income."



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