Purchasing Tips

• Procard
  • A Procard is a great tool to help you purchase a variety of low cost items.
  • See the Procard Policy for more information regarding the rules of use for the procard.
• Limited Purchase Checks (LPCs)
  • LPCs are another great tool that you can use to help purchase low cost items.
  • See the LPC Policy for more information.
• Requisitions
  • Do not include $0.00 commodity lines or FOAPAL/Accounting lines.  If a $0.00 line is entered, your requisition will not process into a purchase order.  If there are items on  your order that are free, please list them in Document Text.
  • When entering commodities, please replace the default description with a description of the item you are requesting.  Use Item text if the description of the item is too long for the field.
  • Include accurate quantities and unit prices.  If you don’t know the exact amount of the items you are purchase, please make an educated guess.
  • If a standing order, or open PO, is needed, please indicate it in the Comments section of your requisition.
  • If you are unable to find a vendor through a database search, please write the vendor information in the requisition.  You can use the Vendor, Contact, and email fields on the vendor screen, or you can put the information in Document Text.  Please include all vendor information, including: name, address, phone number, and fax number.
  • If the total of your order is over $2999.00, and will need to be bid, please include enough detail to allow Purchasing to proceed with the bid process.  You can also include a list of vendors that you would like us to include in the bid process in Document Text.  (Note: Purchasing may include other vendors in the bid process.)
  • If you are claiming your order is a sole source, please indicate this in the Comments section of your requisition.  You will then need to fill out the Sole Source Request Form, have it signed by your department head, and send it down to Purchasing.  We will research your claim, and if it is found to be a sole source, we will get the proper VP approval.
• Use of the UVU Logo
  • All vendors providing products with any of the official UVU logos and marks, must be licensed through SMA.  Please contact Lyanna Lee in College Marketing for more information regarding this process.  For a list of vendors that are currently licensed, please contact Lyanna in College Marketing, or Joe Jex in Purchasing.
• Furniture
  • A campus standard exists for furniture.  Please contact Jeana Miner for more information.
  • *Pricing and Availability information coming soon*
• Audio/Visual Equipment
  • A campus standard exists for Audio/Visual equipment.  Please contact John Porritt or Travis Tasker for more information.
  • *Pricing and Availability information coming soon*
• Software
  • The school has a variety of Site License and Pricing Agreements available.  Please, click here for more information.  Pricing information can be found here.
• Buses
  • When putting in a requisition for buses, you need to include your itinerary.  This includes: number of passengers, necessary amenities, dates, times, and locations for pickup and drop off.
  • Purchasing will get quotes from a number of companies and will go with the lowest cost.
  • Remember that you will need to provide a room for the driver on all overnight trips.
  • If you have questions regarding buses, please contact Brandon Thomas.
• Mount Olympus Water
  • A water approval form needs to be signed and returned each fiscal year.
  • To get a new water cooler and setup water delivery, you will need to fill out the Water Order Form.
  • If there are any problems with your delivery or your water cooler, please call Purchasing.
• Gas Cards
  • A gas card approval form needs to be signed and returned each fiscal year.
  • To get a new gas card, you will need to fill out the Gas Card Request form
• Pagers
  • A pager approval form needs to be signed and returned each fiscal year.
  • To order a new pager or for assistance with a broken pager, please contact Purchasing.
• Office Depot
  • To get an office depot account, simply send an email with the following information to Jeana Miner.
  • Name, Procard Number, Expiration date, Room number