Purchasing tips

• The University is exempt from Utah State sales tax. The University’s sales tax exempt number is 11843640-002-STC.
• Faculty and Staff can purchase software for discounted prices for use on campus machines.  Go to the computer software and hardware tab for more information.
• UVU has a surplus sale the last Friday of every month at the Advancement Building from 8am to 4pm.  Items can be purchased for personal use at this sale.
• To check the status of your Requisition, you can use the Banner Screen FOIDOCH.  Enter the Requisition number and Next Block.   An “A” in the status means that it has been approved and forwarded to Purchasing.
• Changes can be made to a Purchase Order after it has been approved by Purchasing.  Simply use the Change Order Request Form on the Resources tab.
• All purchases estimated over $30,000 and believed to be a Sole Source must be posted for two weeks on an online notification system.  Please be aware of this timetable.
• Sole source procurement may be used if a product or service is only available from a single supplier or for compatibility reasons. A request for sole source procurement must be submitted in writing.  The Sole Source Justification Form can be found on the Resources tab under Forms.
• When creating a Requisition, make note of your Requisition number before clicking “Complete”, for future reference.
• If the total purchase, including freight charges, will exceed $2999, a Solicitation for quotes/bids must be submitted to multiple vendors for competitive bidding.  This policy applies to any purchase regardless of fund source. 
• It is against Utah State Purchasing Regulations to avoid the bid limit by submitting more than one requisition.
• If you are using a current State Contract, a bid is not required for the purchase.  A link to the list of current State Contracts can be found on the Resources tab.
• Purchasing cards are intended for purchases under $1,000.00. Card holders must keep receipts and documentation for 7 years.
• All cardholders are required to undergo yearly audits on Purchasing Card expenditures in order to ensure that cardholders are compliant with Purchasing Card policy and procedures.
• When using a Purchasing Card please indicate to suppliers that an invoice should NOT be sent to the UVU Accounts Payable office, as an invoice could result in duplicate payment.
• When using a Purchasing Card you should always request an itemized receipt.
• For examples of Purchasing Card Use, go to the Policies & Procedures tab and click P-Card Procedures.
• All items purchased by the University must have a clear business purpose that is in support of conducting University business and/or advancing the mission of the University.
• A Requisition is a request created by a department for Purchasing to create a Purchase Order.  A Requisition is not a Purchase Order and should not be treated as such.
• When creating a Requisition, do not use the default description of the Commodity Code. Erase the default description and enter your own detailed description. 
• In order to comply with Utah State and UVU policy, the requisition must be approved and the purchase order completed prior to ordering any materials or services.
• A Requisition can be changed prior to being approved by the final approver.  If it has been completed it must first be denied before it can be changed.  See the Denying a Req Simulation on the Training tab.
• When checking the status of a Requisition, a Blank Status means the requisition has either not been completed or it has been denied.  A “C” means that the requisition has been Completed but not approved. 
• When checking the status of a Requisition an “A” means that the requisition has been Approved and has been forwarded to Purchasing.  An “X” means that the requisition has been Canceled.
• As a Utah State Institution of Higher Education, Utah Valley University must ensure that all university funds are only used to support appropriate university business.
• To find out what expenditures are appropriate and inappropriate go to the Policies & Procedures Tab on the Procurement site and click on Expenditure Policy.  
• Furniture may only be purchased with a Purchase Order. This includes, but is not limited to, roll-around file cabinets, book cases, clocks, and desktop lamps.
• Desktop computers (excluding Macs) must be purchased from the Computer Shop (7094). To order a desktop PC, go to the Computer Shop website.
• Mac computers can be ordered from the UVU Bookstore with a requisition.
• Any services received from a company must be procured using a requisition.  Any services from an individual must be procured using a Contractual Service Agreement. The Independent Contractor Request for Payment form can be found on the Finance page under Banner Forms.
• When using a Limited Purchase Check, after each check is used, the Purchasing copy of the check, along with the receipt is returned to Purchasing within five working days of purchase. The pink copy is retained for the department’s record.
• You may request up to five (5) Limited Purchase Checks at a time.  Checks are issued in amounts of $150.00 and $500.00.