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 |
