GG - Purchasing Process

 

Budget Accounts (Chartfields)

If you need to spend university funds for any reason, you will first need to 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.

 

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 work flow 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 Jamee Lefler 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:

1. Fill out the CMES Purchase Request form as much you can.
   • 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 Department Accountant, Jamee Lefler. 
   • If you have questions about the form, you can look at the associated instructions or contact Thea directly.
2. Send the form to Thea Hatfield in the GG office.

 

Non-Travel Reimbursement (Including Business Meals)

If you make a purchase using your personal funds, you can submit a non-travel reimbursement request. 

Please be aware that because the University of Utah is a tax exempt institution, but you cannot use the University's tax exempt number when making your purchase with a personal form of payment. Therefore, the tax you pay will not be reimbursed.

1. Fill out a non-travel reimbursement request. 
   • 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 Department Accountant, Jamee Lefler.  Note: Business meal expenses may not be charged to Contract or Grant projects (Fund 5000) unless an entertainment category is specifically identified in the Contract or Grant. 
2. Secure receipts. All receipts must show an itemized list of what was purchased, date of purchase, vendor name and location, tax paid (if any), tip paid (if any), and method of payment. Especially for meals, there are 2 different receipts that are needed in order to provide all this information. 
3. If a flyer, email, or other documentation exisits that helps justify the expense as legitimate, please include a copy with your receipts. 
4. Email the above to Thea Hatfield in the GG office.

 

Catering

U of U Business Meal expenses include all costs incurred for meals at which University business is conducted. When PCards are not available and personal forms of payment are necessary, Staff, Faculty, and Student Groups may be reimbursed for the cost of a small group (1o or less people) business meal and the associated sales tax. For large group (11 or more people) business meals, personal forms of payment should not be used, as the associated sales taxt cannot be reimbursed. 

Department-Faciliated Catering (Pcard): If you would like the our department purchaser to assist you with your catering order, please:

1. Fill out the CMES Purchase Request form as much you can.
   • 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 Department Accountant, Jamee Lefler.  Note: Business meal expenses may not be charged to Contract or Grant projects (Fund 5000) unless an entertainment category is specifically identified in the Contract or Grant. 
   • In the Notes section on the last page, include: 
     • How much to add on for a delivery tip. 
     • Exact list and quantities of all items to be purchased.
     • Time and location that you need the catering delivered.
       • Please note it is your responsibility to make arrangements to meet up with the delivery driver. 
       • P-cards cannot be used to pay for third-party food delivery services, such as Uber Eats, GrubHub, DoorDash, etc.
   • If you have questions about the form, you can look at the associated instructions or contact Thea directly.
2. Fill out the U of U Pcard Business Meal Documentation form (do not email it to Purchasing as instructed on the bottom of the form).
3. Email the 2 forms to Thea Hatfield in the GG office along with:
   1. A promotion/information flyer or email about the event for which the catering is needed.  
   2. If you need to reserve a room for your event, please also request that via Thea.
      
      • Food and drinks are not allowed in classrooms (minus 375 FASB); you may also use the FASB Boardroom (303 FASB).
      • It is your responiblity to set up and clean up all catering items. If you are tossing out food into the trashcan, please put the trashcan in the hall so the custodian staff will know to empty it in a timely manner. 
      • If there are leftovers you would like to offer to others who might be in the building, email gg-info@lists.utah.edu and bring it to the breakroom in 301.
      • No alcohol is allowed in FASB or its surrounding grounds.

Self-purchase with Reimbursement Request: 

Note: You cannot use the University's tax exempt number when making your purchase with a personal form of payment. The only option to have the associated sales tax reimbursed is to request as such when you do your reimbursement request. 

1. Fill out a non-travel reimbursement request. 
   • 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 Department Accountant, Jamee Lefler.  Note: Business meal expenses may not be charged to Contract or Grant projects (Fund 5000) unless an entertainment category is specifically identified in the Contract or Grant. 
2. Secure receipts (must show the exact items purchased, any money spent of a tip, and the method of payment).
3. Secure a promotion/information flyer or email about the event for which the catering is needed.  
4. Email the above to Thea Hatfield in the GG office.