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
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. The only exception to this rule is if you're placing a purchase through the Webstore, in which case you can make a business/"unit purchase" using your CFOP. Please forward your receipt/order confirmation to psych-accounts@mx.uillinois.edu so that we can file the transaction documentation with the monthly financial statements.
Webstore - pre-approved university system solutions
Pre-approved vendors - must still be done submitted via a purchasing portal request to the Business Office
Approval for new software may take time - 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 in Psychology was already approved
- AI is subject to even more approvals and may take longer than other software to process. For current approved AI software resources, please see Generative AI Info/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.) For software purchases to outside vendors (software not available via pre-approved campus resources), we will either make the purchase via p-card or through an iBuy purchase order. PO's require the Lightweight Risk Assessment be completed, and p-card purchases require an approved Software and Electronic Services Purchased by P-Card form. The Business Office will initiate those processes.
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
Scientific Equipment/Supplies
Office Supplies
Technology
CDW-VSI - Apple Products
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
Online Direct Pay Form - NEW! routes directly to participant and Business Office and can easily be tracked
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).