GG - Purchasing Process
Budget Accounts (Chartfields)
If you need to spend university funds for any reason, you must first know which account number (chartfield) to use. Ask the PI on the project or - for graduate students - your Faculty Advisor. Email the Department Accountant if you have any questions.
What is a Chartfield?
Accounting systems require a set of codes, generically known as a chart of accounts used to record accounting transactions. These codes allow for the organization and reporting of university funds. The University refers to these codes collectively as “The Chartfields.” Chartfields more specifically may refer to any of the following specific types of chartfield:
BU (Business Unit) (2 characters in length)
ORG (Organization) (5 characters in length)
FUND (Fund) (4 characters in length for BU 01 or 2 characters in length for BU 04)
ACTIVITY (Activity) (5 characters in length)
PROJECT (Project) (8 characters in length for Fund 5000 or 5 characters in length for Fund 70xx)
ACCOUNT (Account) (5 characters in length)
A/U (Allowable/Unallowable) (1 character in length)
Chartfields will contain an activity or project number, not both.
Ushop
Ushop is a tool provided by the University purchasing department. Whenever possible, ushop should be used because it streamlines the purchasing process and ultimately the workflow for the department staff.
If you will be making regular purchasing requests of chemicals, lab supplies, or felid supplies, it's highly to complete the Ushop training as a shopper and start familiarizing yourself with that system.
To submit shopping carts for requisitioning and purchase, you will need to specify Thea Hatfield or Tieya Mayne as the requisitioner when submitting your cart for purchase. For more information on the Ushop process please visit the Ushop website.
NOTE: When submitting a cart to a requisitioner, please name the cart so that it is specific to you, like your name. This will help office staff determine who deliveries belong to.
Pcard Purchase
If Ushop does not work for your purchase, then making the purchase with a Pcard (credit card) is an option. This must be done by a staff member holding a Pcard account, and Thea Hatfield is the designated purchaser for the department.
To request a purchase:
- Fill out the Order Form on our accounting page under "purchasing".
- It is your responbility to provide the chartfield/account that needs to be charged. If you do not know the number, please request it from the the department accountant, Tieya Mayne.
- If you have questions about the form, you can contact Thea directly.