How to make purchases for equipment and supplies with University funds
Reviewed by Bil Hays 5/2/14
The University makes a distinction between supplies, which cost less than $5000, and equipment, which is anything that costs $5000 or more. All equipment purchases must be handled through either Computer Services or the accounting staff. Further, all purchases of computers must be handled through Computer Services, and related hardware and software purchases should also normally be handled through Computer Services, by sending email to firstname.lastname@example.org.
You should generally handle other purchases through the department’s accounting staff.
Occasionally the accounting staff receive cash receipts for supplies (items costing under $5000) from users who want to be reimbursed for these out-of-pocket business expenditures. We understand that there are times when you experience some difficulty in locating a special item, and subsequently pay cash when you find it. This could result in your not being reimbursed unless the purchase was approved in advance by the Accounting Manager (Sandra Neely), as well as the Principal Investigator for the grant that you want to pay for the supplies.
NOTE: The campus does not allow reimbursement for personal purchases of supply items. To avoid spending your own money with no way to be reimbursed, you should handle all computing purchases through Computer Services or the accounting staff.