Department of Athletics: Purchasing and Receiving Policy

Title

Department of Athletics: Purchasing and Receiving Policy

A. Purpose

This Policy outlines the purchasing and receiving procedures for the Department of Athletics.

The Department of Athletics operates under the University's purchasing and receiving procedures. As a result, this Policy is intended to ensure compliance with the University's procedures. The University's policies and procedures regarding purchasing and receiving can be found on the University's Purchasing Services webpage.

Athletics is currently operating under System Office approval guidelines outlined in a January 16, 2025 memo.

The Department CFO and their designee(s) in the Business Office shall be responsible for ensuring compliance with procurement rules, policies, and procedures.

B. Definitions

For purposes of this Policy, the definitions below shall apply:

"Business Office" shall mean the Department's Business Office.

"Change Order" shall mean a written alteration to a contract or Purchase Order which is signed by the purchasing authority in accordance with the terms of the contract and unilaterally directs the contractor to make changes.

"Cost Center" shall mean an individual sport program, service area, or administrative area (the Ticket Office, Communications Office, and Marketing Office, for example).

"Department" shall mean the Department of Athletics.

"E-Commerce" shall mean a purchasing agreement between the University and at least one vendor for the procurement of goods through business-to-business electronic transactions.

"Policy" shall mean this Department of Athletics Purchasing and Receiving Policy.

"Purchase Order" shall mean an official University contract document for securing services and/or materials from commercial vendors which can only be signed by designated officials in the University's Purchasing Services unit.

"Purchasing Card" or "P Card" means a card issued by the University for use with certain transactions.

"Requisition" shall mean a written request for the purchase of goods or services.

"Requisitioner" shall mean any individual in a Cost Center who is eligible to initiate purchase proceedings.

"Small Order Process" shall mean the payment mechanisms and procedures used in paying a vendor for a Small Order Purchase.

"Small Order Purchase" shall mean a permissible purchase of goods and/or services for which the total invoice price is less than $5,000.00.

"Standing Order" shall mean a contract under which a contractor or vendor agrees to provide goods or services to a Requisitioner on a consistent or a demand basis for a period of up to one year.

"University" shall mean the University of North Carolina-Chapel Hill.

"Voucher" shall mean the initial system entry in ConnectCarolina to record payment requirement details for:

1. an invoice less than $5,000;
2. individual reimbursements;
3. independent contractor payments;
4. cash advances; and
5. petty cash replenishments.

A Voucher contains all necessary information to enable payment and is routed within the system workflow for electronic approvals.

C. Purchasing

1. General Information Related to the University's Sales and Use Tax Exemption

As part of the University, the Department is exempt from sales tax when items are:

• Purchased with a valid Purchase Order bearing the University's sales and use tax exemption number and a description of the goods to be purchased; or
• Purchased with a University-issued check, an electronic funds transfer, or a P Card.

The University's sales and use tax exemption number is 400028.

2. Applicability of the Sales and Use Tax Exemption

The University's sales and use tax exemption typically only applies to items received in the State. However, the Department has negotiated some exceptions to certain purchases in other states.

The exemption does not apply to expenses personally incurred by Requisitioners who are later reimbursed for such expenses by the University. Requisitioners should utilize Purchase Orders rather than incurring expenses personally to maximize the direct savings the exemption provides for Cost Center budgets.

The expenses below are specifically excluded from the sales and use tax exemption.

• Food, lodging, and other taxable items purchased by University employees who are later reimbursed by the University.
• Prepared food and beverage taxes that are levied and administered by various local governments in the State.
• Occupancy taxes that are levied and administered by various local governments in the State.
• Highway use taxes that are paid on the purchase, lease, or rental of motor vehicles.
• State sales taxes levied on electricity or local, private, or toll telecommunications services.
• Scrap tire disposal taxes levied on new tires.
• White goods disposal taxes levied on new white goods.
• Dry-cleaning solvent taxes levied on dry-cleaning solvents purchased by a dry-cleaning facility.
• Excise taxes on piped natural gas.

Requisitioners must notify vendors of the University's tax-exempt status prior to doing business. Failure to make this notification may void the tax exemption, thus rendering a sale a taxable transaction.

All purchases are handled by the University's Material and Disbursement Services unit, with the exception of Small Order Purchases from vendors other than the University's E-Commerce partners. A Requisitioner making a Small Order Purchase by phone should notify the vendor of the University's exemption and provide the exemption number. The Requisitioner should then record the date and time of the order in addition to the name of the person who took the order. This information should be included in the notepad of the payment document or submitted to the reconciler with the purchase receipt.

3. Purchasing Checklist

a. Purchases Less than $5,000 (Small Order Purchases)

Generally, purchases of supplies and materials worth less than $5,000 (including shipping charges and taxes) may be placed without a Purchase Order. Payment for such purchases can be made using a procurement card (P Card) or with a Voucher.

If the supplies or materials to be purchased can be obtained from Student Stores, from UNC Materials Management, or through a State contract, a Requisitioner must use one of these sources unless justification for using a different source is approved by Purchasing Services.

An order should not be split simply to keep a purchase's cost below the $5,000 threshold. Split orders shall be identified by the University's Purchasing Services unit and returned to the Department of Athletics.

When an invoice is received and a shipment is complete, the appropriate Requisitioner should submit a completed campus Voucher (or inquire with the vendor if they accept a P Card for payment). All Vouchers should be completed online. The Requisitioner must include all appropriate information on the Voucher including, but not limited to: the vendor's name, a description of the purchase, the invoice number, the date of the transaction, and the total amount of the purchase. The Voucher must then receive all requisite approvals. The University's Disbursement Services unit will not pay the bill unless the original invoice is attached. If the original invoice is not available, the Requisitioner should contact the Business Office for further instructions. Otherwise, the invoice will be returned unpaid. If, for some reason, the purchase price unexpectedly exceeds $5,000, the Requisitioner must complete a Requisition, affix the corresponding invoice, and attach a Disposition of Unauthorized Commitment Form explaining the price change.

b. Purchases Between $5,000 and $30,000.00 (Small Purchase Benchmark - as of July 2025)

Purchases between $5,000 and 30,000.00 are not required to be competitively bid. Only a single quote is required to be submitted with the Requisition. This process should be initiated by submitting a Requisition. The purchasing agent is required to complete these orders by obtaining quotations from appropriate vendors. Before orders can be placed and services or materials can be received, a Requisition must be completed, submitted to the Business Office, and sent to the University's Purchasing Services unit. A Purchase Order must then be completed.

c. Purchases Between $30,000.01 and $100,000.00

Purchases between $30,000.01 and $100,000.00 must be submitted on a Requisition with the name of a suggested vendor. Brand and vendor specific justifications should be included. If the purchase is to be made by means of a sole source order, written justification for such sole source order must be provided.

The purchasing agent will then use the University's informal bid procedure, through which the Department can submit quotes from 3 different vendors, and select the lowest cost bid (or a different bid if they provide the proper justification).

d. Purchases of $100,000.01 and Above (Formal Bid Value Benchmark)

Purchases of $100,000.01 and above must be submitted on a Requisition with the name of a suggested vendor. Brand and vendor-specific justifications should be included. If the purchase is to be made by means of a sole source order, written justification for the sole source order must be provided.

For purchases greater than $100,000 and up to $500,000, Purchasing Services uses the University's sealed formal bid procedure to obtain competitive bids. Purchases in excess of $100,000 are required to be posted to the State's Interactive Purchasing Site for a minimum of ten (10) days. In documented circumstances of extreme need or urgency, Purchasing Services will have the discretion to utilize informal bidding procedures up to the University's delegated authority of $500,000. Purchases in excess of $500,000 are submitted to P&C for appropriate review and approval. Purchases in excess of $1,000,000 must be reviewed by the UNC-Chapel Hill Office of University Counsel.

These requirements make this category of purchases the most time consuming.

4. Purchasing Procedures

Each time a Requisitioner desires to make a purchase of $5,000 or more, or a purchase of an item less than $5,000 which requires a Requisition (for example, when the vendor will not ship an item until a Purchase Order is received), such Requisitioner shall follow the procedures set forth below in this Section.

a. Requisition Form.

A Requisitioner must first complete a Requisition form and specify details of the order. At a minimum, a Requisition form should include the following information:

1. The exact make and model of the item(s) desired;
2. A suggested vendor;
3. The chart field string where the purchase should be charged.

Each Requisition form must be submitted by the applicable Requisitioner before entering departmental workflow.

b. Sole Source Justification.

If a Requisitioner knows only one source that supplies the item, or if a Requisitioner wants to supplement existing equipment by using the same vendor, the Requisitioner must include a justification memo with the Requisition form. It is often helpful to also include the names and addresses of other suppliers and explanations of why the products from such suppliers fail to meet the Requisitioner's required specifications. Although this justification memo is a required step in the process, completion of the memo alone does not give a Requisitioner authorization to make a purchase over $5,000, or any other purchase requiring a Requisition, without fulfilling all other applicable requirements herein.

c. Requisition Submission.

A Requisitioner should submit each completed Requisition form to his or her supervisor for approval. If approved, such supervisor shall then forward the Requisition to the Business Office for approval. The Business Office shall then submit each approved Requisition form to the University's Purchasing Services unit for processing.

d. Processing Time.

For a purchase between $5,000 and $30,000, a Requisition with a corresponding quote is required to be submitted. Orders should not be made until a Purchase Order is dispatched. For a purchase between $30,000.01 and $100,000, a minimum of 10-15 days should be allowed for the return of RFQ (request for quote) documents from vendors. The evaluation of the RFQ documents may take additional time. For purchases over $100,000, between 30 and 45 days should be allowed for solicitation and evaluation of bids.

e. Receiving Report.

After a Purchase Order is made, the Requisitioner can access the Purchase Order number via Connect Carolina. The UNC Purchasing Services Department will typically send out a copy of the Purchase Order once dispatched to the Requisitioner. Requisitioners are responsible for completing online receiving documentation once their goods or services have been received, thus allowing invoices to be processed for payment. Approved invoices should be sent to the Business Office to be uploaded to Disbursement Services through the Vendor Invoice Submission Page (VISP).

If items are being shipped to University's Materials Management and Distribution unit or to the University's Electronic Office Equipment unit, the receiving report will be forwarded to such applicable receiving unit. The Business Office will only receive the Department's copy of the receiving report and will provide the Requisitioner with a photocopy. When the purchase is delivered to the Requisitioner from the receiving unit, the receiving report photocopy should be signed and returned to the Business Office to confirm the delivery and that the order has been completed satisfactorily. Upon receipt of an order, the Requisitioner should immediately check for damaged goods or incomplete orders. The University's Central Receiving unit should be notified of any issues as soon as possible so that they may handle return of the item(s) or adjustments as necessary.

If merchandise is delivered directly to a Requisitioner, such Requisitioner must notify the Business Office and complete receiving documentation online for the item(s). When completing the receiving report, a Requisitioner should verify the price and quantity received.

Requisitioners in the Department of Athletics should also be aware of the following special procedures for receiving reports.

i. Athletic Equipment.

When athletic equipment is purchased, a copy of the corresponding receiving report will be sent to the appropriate Equipment Manager for inventory purposes. All athletic equipment orders must be processed by the respective equipment room to ensure proper inventory controls. The applicable Requisitioner and Equipment Manager should jointly receive the equipment. Upon receipt, the Requisitioner should sign and date the receiving report.

No item should be returned without proper documentation such that proof of return can be verified in the event questions arise regarding payment.

ii. Prepaid Items.

Each receiving report for prepaid items will be forwarded to the appropriate Requisitioner. When such prepaid items are actually received, the receiving report should be signed, dated, and returned to the Business Office.

f. Change Order.

If there is any change in the quantity or price of an order, a Change Order must be typed and processed through proper procedures. In the event adjustments to a purchase are needed, the University's Purchasing Services unit will pay up to 15% more than the original price on each item, but only up to $25.00 more on the entire order, without requiring a Change Order to be processed.

When a Change Order is submitted and processed, the University's Purchasing Services unit will issue a Change Order with the same Purchase Order number as the original order. The Change Order receiving report and the Departmental copy of the updated Purchase Order will be forwarded to the Requisitioner. The Change Order receiving report must then be completed online and communicated to the Business Office for processing through the University's Disbursement Services unit.

g. Invoices.

Vendors should send invoices directly to the University's Disbursement Services unit for payment. The University's Disbursement Services unit will then verify the items have been received online by the appropriate University department. If receiving has been completed, the University's Disbursement Services unit will verify it against the invoice for correctness. If the University's Disbursement Services unit has not received the receiving report, the unit will send the Requisitioner a missing receiving report letter referring to the appropriate Purchase Order number. Upon receipt of such notice, the Requisitioner should send the completed receiving report to the Business Office immediately. If the receiving report has been lost, a photocopy of the Purchase Order may be used in place of the receiving report.

If a Requisitioner receives an invoice associated with a Purchase Order directly from a vendor, he or she should approve the invoice and submit it to the Business Office with the completed receiving report if such receiving report has not already been provided.

Any invoices not associated with a Purchase Order can be sent directly to the Business Office. A Requisitioner should reference his or her name and the name of the sport program with which he or she is affiliated (if applicable) on all invoices.

h. Information Technology Purchases.

All purchasing information (Voucher information and Purchase Order information, for example) for information technology purchases greater than $200 must be received by the Computer Administrator due to the University's system requirements and Information Technology purchasing procedures. It is each Cost Center's responsibility to provide this information to the appropriate Computer Administrator.

5. Establishing Standing Orders for Repeat Purchases

i. Standing Orders Exceeding $30,000

Standing Orders exceeding $30,000 must be either made available for competitive bids or accompanied by a waiver of competition or sole source justification.

j. Restrictions on Items Purchased Using Standing Orders

The University does not permit "open" or "standing" orders for miscellaneous parts or supplies. In lieu of using Standing Orders for these items, Requisitioners should pay for such orders using the ePro Small Order Process or a University issued P Card. Standing Orders cannot be used for printing services, nor can they be used to bypass the requirement to purchase items carried in University storerooms. Items listed on State term contracts must be purchased from the appropriate State contract vendor.

k. Standing Order Requests and Procedures

Standing Order requests must include a suggested duration for the time period necessary (typically 12 months or 1 fiscal year), an itemized listing of the items to be purchased, and a total dollar amount to be spent. The total dollar amount spent may not exceed $30,000 unless the purchase is made available for competitive bids or is accompanied by a waiver of competition or sole source justification. Line items in corresponding reports must contain detailed information about all purchased items.

The procedures below in this Section should be followed when placement of a Standing Order is appropriate.

1. Placement of a Standing Order should be initiated by submission of a Requisition using the following language:

   "This is to establish a Standing Order for furnishing miscellaneous (type of commodity) as authorized and called for by (name of authorized person) of the Department of Athletics during the fiscal year period ending June 30, (year) in the amount of $________."

   If multiple accounts are to be used for payment of the Standing Order purchases, the applicable account numbers should be listed in each respective line item, but not in the "Account" box.

2. If an invoice will exceed $30,000, a letter of justification or a sole source letter must accompany the purchase Requisition.
3. The Requisition should be submitted to the Requisitioner's supervisor for approval. If approved, such Requisitioner shall then forward the Requisition to the Business Office.
4. Orders may be placed with the vendor at any time, provided that funds are available to accommodate the Standing Order. When a Standing Order invoice is received, the Standing Order approval stamp furnished by the Business Office should be used. The approved invoice must be sent to the Business Office for processing.
5. If a Requisitioner needs to re-encumber money against a Standing Order, such Requisitioner should complete an online Change Order via the Connect Carolina Requisition System specifying the amount of money to be reencumbered and the corresponding Standing Order number. The original Purchase Order number should be listed in the reference field. The same approvals that were required for the original Requisition shall be required for any Change Order request.
6. If too much money is encumbered, a Requisitioner may liquidate the commitment by completing an online Change Order via the Connect Carolina Requisition System. When doing so, the Requisitioner should first ensure the amount being liquidated is available.

6. Change Orders

A Change Order must be submitted for any change that needs to be made to a submitted Requisition. When submitting a Change Order, references should be made to the original Requisition number and date such Requisition was submitted. The Change Order should also include a description of the change required and the Purchase Order number, provided a Purchase Order number has already been assigned. Necessary changes may include, among other things: addresses, descriptions, prices, delivery sites, quantities, and codes.

A Requisitioner should submit Change Orders to his or her supervisor for approval. Approved Change Orders should then be sent to the Business Office. If the change involved will affect the quantity, style, size, or delivery date in such a way that the applicable vendor should know the information immediately, such Change Order may be hand-delivered so that the changes may be made as soon as possible. A Change Order with a request to change account numbers may be processed only if the invoice has not been received in the University's Disbursement Services unit. If the invoice has already been received by the University's Disbursement Services unit, an online correcting journal entry will be required to process the chart field number change.

7. Purchasing Card

a. General Provisions Regarding Purchasing Card Use

The University's Purchasing Card program is designed to streamline the way each department transacts Small Order Purchases for supplies not available through the University Storeroom or the University's E-Commerce vendors.

The use of P Cards allows departments to obtain certain goods much more efficiently, while also reducing the paperwork and processing time for the Business Office and the University's Accounts Payable and Purchasing Services units. If a Cost Center does not have a P Card, a representative of such Cost Center should contact the Business Office to obtain an application. Each requesting individual will be required to complete a mandatory training session covering the use of the card and all applicable restrictions. A P Card will be issued once such training has been successfully completed and an Employee Cardholder Agreement has been signed.

Each month, all cardholders and reconcilers must submit their P Card statement, original copies of corresponding receipts, and an expense list signed by the reconciler to the Business Office.

Under no circumstances may a P Card be used for the following:

1. Orders in excess of $5,000;
2. Agreements or contracts (instead, a Requisition should be submitted, even if the amount is less than $5,000, after which time a P Card may be used for payment of amounts lower than $5,000);
3. Purchases of alcohol or tobacco;
4. Cash advances;
5. Purchases of gift cards;
6. Payment for personal items;
7. Rental payments;
8. Payments for services; or
9. Travel expenses (including registration expenses).

b. Purchasing Card Misuse

1. Upon the first instance of a cardholder's Purchasing Card misuse, a warning letter will be sent to the cardholder, and a copy will be sent to the cardholder's supervisor.
2. Upon the second instance of a cardholder's Purchasing Card misuse, a warning letter will be sent to the cardholder, and copies of the letter will also be sent to the cardholder's supervisor and the Director of Athletics.
3. Upon the third instance of a cardholder's Purchasing Card misuse, the cardholder's P Card may be revoked or suspended.

P Cards may also be revoked for failure to comply in a timely manner with requirements regarding the submission of statements and P Card lists. According to University retention schedules, P Card receipts must be maintained for 5 years from the end of the fiscal year in which the purchases were made.

All Department P Cards are on the same cycle, which begins on the 16th day of each month and concludes on the 15th day of the following month. All expenses must be reconciled online by the 20th of each month.

8. Purchases from Student Stores

Only collegiately-licensed items may be purchased from Student Stores. Under no circumstances may office supplies, computer supplies, computers, or other related items be purchased from Student Stores for Department use.

A P Card must be used to purchase any collegiately licensed item from the Student Stores sales floor.

If a P Card is not available for such a purchase from Student Stores, a Requisitioner must submit a Requisition, regardless of the cost of the item(s) to be purchased. The University's Purchasing Services unit will then issue a Purchase Order to Student Stores and send it to the appropriate Student Stores recipient.

9. Purchases from State Contractors

Information about items on State contract may be obtained from the Business Office or the University's Purchasing Services unit. A list of State contract items and vendors can also be found on the State of North Carolina Department of Administration's website.

10. Vendor Conflicts of Interest

The University does not allow the purchase of goods or services from a State or University employee. This prohibition also precludes purchases of goods or services from relatives of State or University employees. This prohibition is inflexible. Individuals found in violation of this prohibition may be terminated from employment and could be charged with a Class I misdemeanor.

Requisitioners should receive approval for contracted goods or services prior to entering into an agreement with a company or individual for such goods and services.

D. Receiving

The procedures outlined below in this Section should be followed when receiving merchandise.

1. A Purchase Order will indicate whether merchandise will be shipped to the University's Central Receiving Service or shipped directly to the requesting Cost Center equipment room. When an equipment room receives merchandise, a copy of the corresponding receiving report shall be sent to the appropriate Equipment Manager. Purchase Orders are received online via Connect Carolina (using the "Add/Update Receipts by PO" function) upon delivery of the corresponding item(s). If all items are received, the recipient should complete online receiving documentation, print off a copy of the receiving report, and send the receiving report to the Business Office along with an approved copy of the PO invoice for the order. This information will then be provided to the University's Disbursement Services unit.
   If only a partial shipment is received, the recipient should make a photocopy of the receiving report and indicate the quantity ordered. The quantity received should be noted and the recipient should mark the photocopy "PARTIAL" in bold letters. The copy should then be sent to the Business Office along with the respective approved PO invoice.
   Any invoice sent to a Requisitioner should be forwarded to the University's Disbursement Services unit with the corresponding receiving report. Vendors can also send invoices directly to the University's Disbursement Services unit, which will then match each signed receiving report to the corresponding invoice and process payment.
   Invoices for Standing Orders, however, should be sent directly to the appropriate Requisitioner to expedite payment processing.
2. All athletic equipment purchased for the Department must be cataloged through the appropriate athletic equipment room.
3. Equipment which is delivered directly to the equipment room at Kenan Football Center must be recorded by the Football Equipment Manager.
4. Staff at Finley Golf Course must submit receiving reports and approve bills for all merchandise and concessions for resale, as well as for all supplies and materials purchased for golf course maintenance.

E. Various Types of Services and Associated Procurement Processes

1. General services (janitorial services or maintenance agreements, for example) are subject to requirements to obtain competitive quotations or bids as outlined in Finance Policy 1231 - University of North Carolina at Chapel Hill Policy on Solicitation of Quotations, Bids, and Proposals. Procurement of such services shall also be subject to the purchasing threshold amounts described elsewhere in this Policy. Any such services should be purchased by submitting a Requisition to Purchasing Services.
2. Consultant services (including work or tasks performed either by individuals (who are considered independent contractors) or by companies possessing specialized knowledge, experience, expertise, and professional qualifications to: (1) investigate assigned problems or projects; and/or (2) provide counsel, review, analysis, or advice in formulating or implementing improvements in programs or services, or in organizing, planning, directing, controlling, evaluating, and operating a program, agency, or department) must be procured through Purchasing Services. Consultant services are normally acquired under competitive purchasing procedures, and must be approved by the Director of Athletics and the Governor or their designee before a Request for Proposal is issued or approval for a sole source contract is sought. The designee at the University is the Vice Chancellor for Finance and Operations. Individuals who perform personal services are considered independent contractors. Prior approval must be obtained from Accounts Payable and Vendor Services before engaging an Independent Contractor (see UNC-Chapel Hill Finance Policy 708 - Independent Contractor Policy). Independent contractor services, once approved in advance by Disbursement Services, are paid via campus Voucher.
3. Personal services are provided on a temporary or occasional basis by a professional individual using their professional skills to perform a professional task (including, for example, services provided by a doctor, dentist, attorney, architect, professional engineer, scientist, performer of the fine arts or similar profession, referee for athletic events, and workshop or conference speaker and programmer). Individuals who perform personal services are considered independent contractors. Prior approval must be obtained from Accounts Payable and Vendor Services before engaging an Independent Contractor (see UNC-Chapel Hill Finance Policy 708 - Independent Contractor Policy). Independent contractor services, once approved in advance by Disbursement Services, are paid via campus Voucher.

F. Purchasing Guidelines for Furniture, Copiers, Clothing, Office Supplies, and Courier Services

1. Furniture Purchases

State contracts should always be considered when furniture is purchased for more than $5,000.00. If a State contract applies, furniture must be purchased from such State contract. Furniture may also be purchased from Staples by contacting a Staples representative to place the order.

2. Copier Purchases

Regardless of the cost of a copier purchase, each Requisition for a copier purchase must be approved through the State Purchasing Office in Raleigh. A copier may not be purchased without approval from the State Purchasing Office. Any copier leases should be approved by University Purchasing Services.

3. Clothing Purchases

Any purchase of clothing for personal use by Department of Athletics staff, or clothing to be given to other individuals, must be preapproved by the Director of Athletics or appropriate Department of Athletics Executive Staff member.

4. General Office Supplies

All general office supplies, regardless of price, must be purchased through the University's E-Commerce platform using Staples Business Advantage or the Amazon.com Business platform via BuyCarolina. The University's E-Commerce platform can be accessed through the University's Finance Central portal. Usage of P Cards and Vouchers, including reimbursements, is not permitted for purchases of general office supplies.

Purchases of office supplies may not be made directly from a local Staples store.

If an item is not available through Staples but is available from an existing State contract, it must be secured from such contract.

5. Toner Cartridges

If available, each toner cartridge purchased must be a remanufactured toner cartridge instead of an original equipment manufacturer toner cartridge. Toner Cartridges, regardless of type, must be purchased through the University's E-Commerce platform using Staples Business Advantage. Usage of P Cards and Vouchers, including reimbursements, is not permitted for purchases of toner cartridges.

6. Courier Service Shipments

All packages mailed domestically and to international locations to which FedEx delivers must be shipped through the University's E-Commerce platform using FedEx. Utilization of this platform permits access to a national purchasing consortium that provides significantly discounted rates. Such pricing is only available to the University through this platform. International packages sent to locations to which FedEx cannot deliver must be shipped using DHL. Usage of P Cards and Vouchers, including reimbursements, is not permitted for payments for courier service shipments.

7. Purchasing Guidelines for Other Services

With some exceptions, charges less than $5,000.00 for labor, repairs, maintenance, and other services that do not produce a tangible good should be paid using a P Card or Voucher. Audit fees and equipment rental fees require submission of a Requisition to the University's Purchasing Services unit. The Business Office can provide further instructions regarding appropriate forms of payment on a case-by-case basis.