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Office of Business and Finance

HOW TO PURCHASE GOODS OR SERVICES THAT WILL COST MORE THAN $5,000

Overview: When a service or good that needs to be purchased costs more than $5,000, a contract (purchase order) must be signed by an appropriate University Official.

Step by Step Process:

At least 45 days before the event:

1. Once you have the contract from the vendor, review to make sure that all of the details are correct and complete. The contract must include an accurate quote from the vendor.

2. Collect additional information, which includes:

You provide:

 ⃣     Agenda or course announcement (if applicable)

 ⃣     Participant List (if applicable)

Vendor Provides:

 ⃣    Contract

 ⃣    IRS Form W-9

 ⃣    ACH Form

 ⃣    HUB Form

If the contract is for more than $5,000, also complete:

 ⃣    Sole Source Justification Letter (signed by Faculty) 

 ⃣    Waiver of Competition form (signed by Faculty)

3. Submit contract and all completed forms to the Business office via the Business Office Ticketing System. In the description area of your ticket, please provide any additional relevant details or special requests. The ticket should also include the appropriate Course Code and/or Program Code related to the event.

Note: Please do not submit the W-9 and ACH forms via the ticketing system or email. These forms contain sensitive private information and should be handled with care. After submitting your ticket, please direct clients and vendors to submit their paperwork via one of these secure methods

Once the Business Office has received the request and paperwork, within 2 business days we will:

  1. Review the paperwork for completion and accuracy, and let you know if any additional information is needed.
  2. Submit the paperwork to the University Purchasing office for approval. If we receive feedback from the University that more information is needed, we will let you know. Once it approves the submission, the University will sign the contract and send it back to the SOG. Note: Because all contracts are reviewed and signed centrally, the time it takes for the University to review and sign a contract can vary significantly. You should plan for a timeline of up to 3 weeks for University review.
  3. We will send you the signed contract via the ticketing system. You should then return the signed contract to the vendor.

After the event and services are complete, within 10 business days, you should:

  1. Submit an itemized invoice to the Business Office for Payment.
  2. Include in your submission the relevant Course and/or Program codes.
  3. The Business Office will submit the invoice for payment within 2 business days.

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