Buying and Paying Guide

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The following list provides guidance for buying and paying for most commonly used products and services. Contact Purchasing Services at 901-448-5594 for information about other products and services required. Refer to the Expense General Ledger Account Definitions for a comprehensive list of G/L Account Codes.

Product/Service Buy/Pay Method G/L Account Special Approval Required
Advertising Send advertising agreement or contract through Contract Review Process for approval 437200 Director of Communications & Marketing
Alcohol (tax-free, research) Order only from General Stores (charged via IRIS internal transfer) 439300 Complete General Stores Alcohol Form
Animal-related Equipment or Services <$5,000: use P-card (unless sensitive minor equip.); create assets in IRIS if appropriate; $5,000+: enter requisition in IRIS See G/L Definitions Laboratory Animal Care Unit
Animals Order only from Laboratory Animal Care Unit 439300 Laboratory Animal Care Unit
Apple IOS Software (apps for Iphones and Ipads) Order only from General Stores (charged via IRIS internal transfer) 439200 App Purchasing Procedures and Order Form
Biological Materials <$5,000: use P-card; $5,000+: enter requisition in IRIS 439300 Contact Safety Affairs prior to ordering select agent toxins. Safety Affairs must be notified of the order for viable microorganisms and / or human cell lines.
Biological Safety Cabinets $5,000+: create asset and enter requisition in IRIS 461200 Notify Safety Affairs when ordering biological safety cabinets
Blinds & Draperies Dept. Business Manager must submit an on-line Renovation Project Request Form to Architecture and Planning (charged via IRIS internal transfer) 436100 Architecture and Planning
Books See Bookstore Summary 433400
Business Cards Order only from Printing & Copy Center (charges via IRIS internal transfer) 433100
Car Rental (UTHSC Motor Pool) Submit a Transportation Services Vehicle Order Form 431300 (in TN)
431400 (outside TN)
Car Rental Agency (from employee's official station) Use personal credit card and process travel claim;
See Travel website for preferred contract vendors
431100 (in TN)
431200 (outside TN)
Rejection slip from Motor Pool required to use a rental agency; See FI0705 and F705 for travel policies
Car Rental Agency (at destination) Use personal credit card and process travel claim;
See Travel website for preferred contract vendors
431300 (in TN)
431400 (outside TN)
See FI0705 and F705 for travel policies
Carpeting Dept. Business Manager must submit an on-line Renovation Project Request to Architecture and Planning; (charged via IRIS internal transfer if applicable) 436100 Architecture and Planning
Centrifuge Service Agreements (Beckman) Use contract vendor - Bioniquest Lab Services
Contact Dianne Holmes in Purchasing Services to request quote; <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000195
436100
Chemicals & Reagents Order from General Stores (charges via IRIS internal transfer) or order from Fisher Scientific or other suppliers using P-card (if below $5,000); enter requisition in IRIS if $5,000+ 439300 Consult Safety Affairs' Safety Information page for restrictions, policies, and safety information
Computers, Printers & Peripherals See Computers, Printers & Peripherals Contract Summary <$1,000: 439100;
$1,000 to $5,000: 439400
See Computers, Printers & Peripherals Contract Summary
Conference & Seminar Fees Prepayment: Complete Conference and Seminar Registration Prepayment Form (T-30) and submit to Accounts Payable; Reimbursement: Employee includes on Travel Expense Report 446800 See FI0705 and F705 for additional information
Controlled Substances Animal: <$5,000: use P-card; $5,000+: enter requisition in IRIS; Human: order from contract vendor - Morris & Dickson Co. <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000518 Clinical: 439100; Research: 439300 DEA registration and appropriate practitioner license or Board of Pharmacy license for researchers
Copier Rental Contact Purchasing Services for guidance 441100 Purchasing Services
Copying/Duplication Printing & Copy Center (charged via IRIS internal transfer) 433200 Printing & Copy Center must issue publication authorization numbers for publications disseminated outside UT
Dry Ice General Stores (charged via IRIS internal transfer) 439300
Envelopes, Printed Order only from Printing & Copy Center (charged via IRIS internal transfer) 433100
Equipment connections to Electrical, Gas, and Water Submit a Maintenance Request to Facilities (charged via IRIS internal transfer if applicable) 436100 Facilities
Expression & DNA Arrays, Supplies, etc. (Affymetrix) Order from contract vendor - Affymetrix; <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000195 439300
Furniture Contact Dianne Holmes in Purchasing Services for recommended contract vendors <$5,000: 439100; $5,000+: 461100
Gases, Research & Medical Order from contract vendor - Nexair
<$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000450
Research: 439300; Medical: 439100; Cylinder Rental: 441400
Graphic Design Services Contact Director of Communications & Marketing Outside sources: 446500
Hazardous Material See Safety Affairs website for policies and procedures Various; see G/L Definitions See Safety Affairs website for policies and procedures
Laboratory Equipment Individual items up to $25,000 may be ordered under the Fisher Scientific contract; create appropriate asset numbers in IRIS; submit requisition in IRIS for orders of $5,000 or above from other vendors <$5,000: 439100 (439400 if sensitive minor equip.); $5,000+: 461200 Items with radioactivity or with class 3B or 4 lasers require Radiation Safety approval; send email to blemieux@uthsc.edu for prior approval before ordering; notify Safety Affairs when ordering biological safety cabinets. Contact Safety Affairs for requirements related to centrifuges.
Laboratory Supplies See Lab Supplies Contract Summary; also available from General Stores (charged via IRIS internal transfer) 439300 Items with radioactivity require Radiation Safety approval; send email to blemieux@uthsc.edu for prior approval before ordering
Letterhead Order only from Printing & Copy Center (charged via IRIS internal transfer) 433100
Linen Rental (lab coats, scrubs, linens, misc.) Order from contract vendor - Paramount Uniform
<$5,000: use P-card; Framework PO 6500000466
446500
Maintenance Agreements (Equipment) Send maintenance or service agreement through Contract Review Process for approval 437500
Medical & Surgical Supplies Order from contract vendor - Henry Schein. <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000462 Clinical: 439100;
Research Lab: 439300
Microwave Ovens <$1,000: secure invoice from vendor; enter using FB60 transaction in IRIS 439100 Chief Business Officer; send email to pvaughn@uthsc.edu requesting prior approval
Moving Services (on campus) Submit a Maintenance Request to Facilities (charged via IRIS internal transfer if applicable) 446600
Network Equipment or Service Order only from Telecommunications and Networking Services Telephone: 435300; Other Telecom:435500 Telecommunications and Networking Services
Office Supplies See Office Supplies Contract Summary Supplies: 439100; also see G/L Definitions
Painting Must be obtained through Facilities; Dept. Business Manager must submit an on-line Renovation Project Request to Architecture and Planning; (charged via IRIS internal transfer if applicable). 436100 Facilities
Patient Incentives (for Drug or Research Studies) <$5,000: secure invoice from vendor; enter using FB60 transaction in IRIS; $5,000+: enter requisition in IRIS 439300 Chief Business Officer; send email to pvaughn@uthsc.edu requesting prior approval
Pharmaceuticals & Vaccines Animal: consult Laboratory Animal Care Unit for availability; Human: order from contract vendor - Morris & Dickson Co. <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000518 Clinical: 439100;
Research: 439300
Appropriate practitioner license or Board of Pharmacy license for researchers; DEA registration also required for controlled substances
Photographic Services Contact Communications & Marketing 446600
Postage & Stamps Order from UTHSC Post Office (mail metering charged via IRIS internal transfer) 435100 Asst. VC for Business must approve stamp purchases; send email to srowland@uthsc.edu requesting prior approval
Postage Meters UTHSC Post Office provides centralized postage metering for Memphis Campus Central metering: 435100 Asst. VC for Business must approve postage meters; send email to srowland@uthsc.edu
Posters Printing & Copy Center (charged via IRIS internal transfer) 433100 Printing & Copy Center must issue publication authorization numbers for publications disseminated outside UT
Printing Printing & Copy Center (charged via IRIS internal transfer) 433100 Printing & Copy Center must issue publication authorization numbers for publications disseminated outside UT
Promotional Items <$5,000: use P-card; $5,000+: enter requisition in IRIS 439100 Director of Communications & Marketing
Radioactive Materials (includes licensed, generally licensed, and exempt items and quantities) <$5,000: use P-card; $5,000+: enter requisition in IRIS; all orders must ship to Radiation Safety Office 439300 Radiation Safety Officer; send email to blemieux@uthsc.edu for prior approval before ordering
Reagents, Lab (Applied Biosystems) Price agreement with Applied Biosystems. <$5,000: use P-card; $5,000+: enter requisition and NCJ in IRIS 439300 See Safety Affairs website for policies and procedures
Refrigerators (for personal use) <$5,000: secure invoice from vendor; enter using FB60 transaction in IRIS 439100 Chief Business Officer; send email to pvaughn@uthsc.edu requesting prior approval
Renovations Department Business Manager must submit an on-line Renovation Project Request Form to Architecture and Planning 436100 Architecture and Planning
Shredding, Document Order from state contract vendor: Cintas; <$5,000: use P-card; $5,000+: enter invoices in IRIS transaction MIR7 in reference to PO 6500000478. 446500
Signs Order only from Facilities; submit on-line Maintenance Request (charged via IRIS internal transfer) 436100 Facilities
Software <$5,000: use P-card; $5,000+: enter requisition in IRIS; if license agreement required, send through Contract Review Process for approval; create asset if $5,000+. <$5,000: 439200; $5,000+: 466100 Information Technology Services; send email to laitken@uthsc.edu for prior approval
Telecommunications (telephone, internet, network, television, etc.) Order only from Telecommunications and Networking Services Telephone: 435300; Other Telecom:435500 Telecommunications and Networking Services
Temporary Help Services Contact Human Resources' Temporary Help Pool; charges will be by internal transfer Various; see G/L Definitions Human Resources' Temporary Help Pool
Toner & Ink Cartridges See Office Supplies Contract Summary 439100
Travel See FI0705 and F705 for Travel Policies & Procedures Various; see G/L Definitions
Uniforms, Rental (lab coats and scrubs) Order from contract vendor - Paramount Uniform
<$5,000: use P-card; Framework PO 6500000466
446500
Web Development Services Contact Information Technology Services 446600 Information Technology Services
X-ray Generating Devices <$5,000: use P-card (unless sensitive minor equip.); create assets in IRIS if appropriate; $5,000+: enter requisition in IRIS See G/L Definitions Radiation Safety Officer; send email to blemieux@uthsc.edu for prior approval before ordering