Do NOT buy anything without consulting the Business Office

Do NOT sign any contracts or agreements

Submit purchase requests via the Purchasing Portal

  • Upload any quotes or URLs to the request - part numbers are also very helpful for the Purchasing Team
  • We are obligated to use Preferred Vendors (see below) if an item is available through them at a comparable cost
  • Request Amazon Business "Browse Only" access if you shop via Amazon frequently
    • You will see University pricing and item restrictions when browsing

Purchasing Portal

Creating an Order

Purchasing

Tax Exemption

When making purchases on behalf of the university system, purchasers should present the university's tax-exempt status letter/exemption number to avoid paying sales tax on business purchases. Purchases from vendors outside of Illinois may or may not be exempt. The University has reciprocity with the following states: Indiana, Michigan, Minnesota, Ohio, and Wisconsin. See the Business and Finance website for more information.

Software - Any software must be approved by the University

Submit all software requests through the Purchasing Portal.

Tech Services  - pre-approved solutions

Pre-approved vendors - must still be done through Business Office

Approval for new software may take up-to 4 months - plan ahead!

  • Approvals are only good for the listed users for the listed time period
    • Auto-renewals are NOT acceptable - a renewal approval must be in place before being charged
    • Approval is still needed even if someone else was already approved
  • AI is subject to even more approvals and will take longer than other software to process. Generative AI Info/Resources https://www.techservices.illinois.edu/generative-ai-resources/ 

The Business Office will work to move the process along as quickly as possible, but most of the process is done at the Campus level, where we have no control. (Be kind if the approval is taking a long time.)

Preferred Vendors

Our procurement department must prioritize ordering items from Preferred Vendors, typically cheaper than the retail price.  Here are some of our common vendors; if you can’t find what you need or don’t know where to start, please reach out to the Purchasing Team.  Amazon should only be used if no other options are available.

Bottled Water/Other Supplies

I-Stores 

Scientific Equipment/Supplies

Fisher Scientific

Millipore Sigma / Sigma Aldrich

Neta Scientific

Thomas Scientific

VWR

Office Supplies

ODP

Office Depot

Technology

CDW-G

CDW-VSI - Apple Products

HP

Dell 

Off-Campus Deliveries

The Business Office can only have items delivered to non-campus locations if the employee has a full-time remote position or other exception on file.

Office Supplies

The Business Office will supply basic needs for office supplies if we have them in stock in the storeroom.

  • Any specific items (e.g. special pens, non-stocked items) will need to be ordered through the portal and charged to the lab
  • The Business Office reserves the right to deny large requests or frequent small requests that place undue burden on our stock
  • Paper is not included as a stocked item and must be ordered through the portal

Please stop by the Business Office for access to the storeroom.

Research/Human Subjects

Direct Pays/Travel Costs

Direct Pay Form  - submit to Psych Purchasing

Payments equal to or over $200 are subject to income tax.

Mileage can be reimbursed for traveling participants. The Business Office will need the direct pay form plus a starting address and location of study (if not the Psychology Building).

More: 8.4 Payments to Human Subjects

Cash/Program Advances

Program Advance Form - submit to Psych Purchasing

Amazon E-Codes

E-Code Form - submit to Psych Purchasing