Procurement Staff

Procurement and Payment Methods Iowa State University Procurement Services Department has identified certain procurements and expenditures that do not require a purchase order be processed. These acquisitions can be made for the university by departmental personnel, with the department’s funding approval; using authority delegated by the Procurement Services Department. Suitable methods of acquiring these items and completing payment are noted below, along with the Additional Restrictions/Limitations that apply. Methods may include the P-Card (up to the cardholder’s P-card limit), a T&H Card (up to the cardholder's T&H Card limit), a non-catalog requisition, a Workday supplier invoice, or an Ad Hoc payment with appropriate documentation. All other expenditures not listed below must be requested through the Procurement Services Department by submitting a request for a non-catalog requisition in Workday or completing a Contract Request Form on the Procurement Services Website. All other purchases require authorization from Procurement Services prior to any commitment being made. Transactions involving a Conflict of Interest (COI) Supplier require prior approval and must be handled by the Procurement Services Department. Initiate the request to purchase from a conflict of interest supplier by submitting a non-catalog requisition in Workday and identifying the nature of the conflict of interest (see Conflict of Interest ). Tip : Press ctrl + F to search this page for keywords. Index Advertising (newspaper, journal) Alcoholic beverages Animal cages Animals (laboratory or livestock) Appliances Art Licensing Rights, Royalty, and Copyright Payments Art Sales through Workspace in the Memorial Union Artwork Automatic Electronic Defibrillators (AEDs) Awards, Prizes & Recognition Books, Publications, and Periodicals Booth rentals Catering (Event Charges) Cell Phones/Internet (see also: Telephones) Commissions (Art) Communication Technology Allowance Computers, laptops, iPads and tablets or components to assemble as a CPU Construction services or repairs to facilities Controlled substances Copiers and copier supplies Cylinder gases Data access services Data analysis (routine services) Data networking equipment/switches Donations Drones Drugs Editing Entertainers Equipment (items valued at >$5,000) Equipment Rental (Events) Event Charges and Fees Fees Fines and Penalties Firearms and Ammunition Flowers Foreign Countries or Entities Freight and Shipping Chargexs Fuel Furniture/furnishings Gasoline Gifts Goods or services from conflict of interest (COI) suppliers Graphic Design Guest Lecturer Hazardous Materials Honoraria Hospitality Internship Stipends Immigration (Visa) Filing Fees Job Announcements (Newspaper, Journal) Judges Lab Testing (Routine Services) Leases/Lease-Purchases/Rentals Legal Fees & Services License Fees (pesticide applicator, trailers, vehicles) Liquid nitrogen Meals and refreshments for guests/interviewees/students (Hospitality) Memberships/Dues for professional organizations Moving Expenses Notary Public Fees Office Supplies Online auction services (e.g., e-bay) Paying Cash or Gift Card to Recipients Personal use items Petty Cash Pharmaceuticals Prepayments Printing/photocopying/business cards/letterhead Prizes Professional Services Publication Fees Radioactive materials/hazardous materials Referees/Judges Refunds Registration (conferences, training sessions, professional development seminars, etc.) Reimbursements to County Extension Offices Repairs (Routine Services) Reprints or Page Charges Research/Survey Participants Routers/hubs/wireless access points Routine Services Small equipment rental (Routine Services) Software Speaker/Guest Lecturer Sponsorship (Support of conference or organization) Stipends Subscription Fees Supplies/Incidental Purchases Technical Services Telephones, cordless telephones, IP telephones, cell phones, and related equipment Trade of ISU property Training (Routine Services) Transcription (Routine Services) Translation (Routine Services) Travel Advances/Expenses for Employees Travel Advances/Expenses for Non-Employees Unmanned Aerial Vehicles (UAVs) Utilities Visa and Immigration Filing Fees Weapons Other Goods and Services Not Listed The following guidelines identify common expenditures and the acceptable methods of procurement or payment: Description Situation How to make the purchase Documentation Required Advertising/Job Announcements (Newspaper, Journal) Up to your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) Agreement, quote, or order form Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu Invoice or order form Spend Category: SC10894 Advertising - Job Posting This spend category should be used to record the cost of advertisements for job postings in any type of media (newspaper, journal, website, etc.). Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and Have Supplier/Payee Register in Workday Alcoholic Beverages Cannot be charged to any Worktag other than agency funds or general support ISU Foundation funds unless the use is for cooking, research, or course study. Uses for cooking, research or course study need to be reviewed by the Office of Risk Management to assure compliance with alcohol licenses. For additional information, see https://www.policy.iastate.edu/policy/drugs and https://www.policy.iastate.edu/policy/foundation . Animals, Laboratory or Livestock, Animal Cages, Aquariums, as well as all Live Vertebrate Animals Refer to the Institutional Animal Care and Use Committee (IACUC) website to determine the appropriate approvals needed for your purchase. Appliances (not for personal use) Up to your P-Card limit AND cost of item is less than $5,000 Contact supplier and pay with P-Card or purchase through cyBUY Invoice or order form Spend Category for those <$5,000: SC10486 Spend Category for those > or = $5,000: SC10226 Above your P-Card limit OR item cost is Greater than or = $5,000 Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) or purchase through cyBUY Agreement, quote, or order form Situation How to make the purchase Documentation Required Art Licensing Rights, Royalty, Copyright Payments Up to your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) Agreement, quote, or order form Spend Category: SC10012 Royalty, Copyright Payments In all other instances Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and Have Supplier/Payee Register in Workday Situation How to make the purchase Documentation Required Art Sales Through Workspace in the Memorial Union (Commissions) In all instances Email request for Ad Hoc Payment to finance_delivery@iastate.edu Documentation to show how the commission was calculated. Spend Category: SC10414 Resale/Cost of Goods Sold Artwork Should not be procured for individual offices, as this is viewed as personal and is not to be paid by university funds. Artwork for public spaces is allowable. Automatic Electronic Defibrillators (AEDs) Must only be ordered through Procurement Services as the university has standardized on a specific type and AED’s require proper installation and training (see AED policy ). Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ). Situation How to make the purchase Documentation Required Awards, Prizes & Recognition Acquiring Non-Cash items Up to your P-Card limit AND supplier does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form Spend Category: SC10920 Prizes & Gifts (Non-monetary items) Above your P-Card limit or supplier has a conflict of interest Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) Agreement, quote, or order form Situation How to make the purchase Documentation Required Purchasing a Gift Card Visit Purchasing Gift Cards Documentation required for each type of gift card can be found under the documentation required button on Purchasing Gift Cards Awards, Prizes & Recognition Paying Cash or Gift Card to Recipients For Gift Cards, please visit Purchasing Gift Cards . Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu Research Participant Receipt and Property Receipt Form $100 - $5,000 Email request for payment to finance_delivery@iastate.edu Conflict of Interest Form Controllers Department Additional Compensation/Payments for Faculty, Staff, Students Greater than $5,000 Email request for supplier invoice to finance_delivery@iastate.edu Research Participant Receipt and Property Receipt Form Have Supplier/Payee Register in Workday Spend Category: SC10921 Monetary Awards or Gift Cards Knowledge Base Article for Paying an Individual with Glass Pay Awards for ISU employees for work related to their job must go through Payroll Email request for One-Time Payment to hr_delivery@iastate.edu Description of request, reason for request, amount, and Worktag Situation How to make the purchase Documentation Required Books, Publications, and Periodicals Books may also be ordered through the University Book Store or from Amazon or Complete Books on cyBUY Spend Category: SC10098 Books/Publications/Magazines Up to your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) Agreement, quote, or order form Situation How to make the purchase Documentation Required Cell Phones/Internet Spend Category: SC10192 Telecommunications - Cellular Telephones, SC10390 Telecommunications Departmental-University owned cell phone Contact procurement@iastate.edu for assistance in setting up an account Itemized billing for each month being paid Reimbursement for cell phone for foreign travel Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Knowledge Base Article ) Itemized billing for each month being paid Requesting communication technology allowance Communication Technology Allowance Policy Email request for an allowance earning to hr_delivery@iastate.edu Communication Technology Allowance Request Form Computers, Laptops, iPads, Tablets, or Components to Assemble as a CPU Are available to purchase through university wide contracts with Dell, Apple, CDWG, and B&H Photo. Dell, CDWG, and B&H Photo can be found in the cyBUY Marketplace. Apple and Dell products can be purchased through TechCyte at the ISU Bookstore. Construction Services or Repairs to Facilities as well as all Modifications to Building Must be authorized through FP&M . Controlled Substances Spend Category: SC10126 Controlled Substances Must route through Procurement Services on a requisition or through cyBUY suppliers as documentation and control issues require tracking of orders, Drug Enforcement Administration (DEA) number. Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday ( Kn