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Buying Information

Staples is the University's official office supply source : www.StaplesAdvantage.com

The UT Market Place: A New Way to Purchase Supplies 

The UT Office of Procurement Services is pleased to announce the launch of a new e-procurement system.

UT Market Place allows users to order office supplies from companies like Staples, American Paper & Twine, Grainger, and more using a single sign-in and shopping cart.

UT Market Place is live and ready to use for work-related purchases. (Personal purchases are not permitted.) To sign in, simply follow these steps:

Download the latest Chrome or Firefox browser.
Enable pop-ups in your security settings.
From the IRISWeb website, Sign in using your NetID and password.
Click on the “Shop” button at the top of the screen.
The Market Place will open in a new window. 
All employees are able to sign in and place needed supplies in a shopping cart, but only those approved to make departmental purchases can complete orders.

If you have questions please contact ddanie17@uthsc.edu or 901.448.2907.

Senior Buyer:

Donna Daniel
ddanie17@uthsc.edu
901.448.2907

Staples Representative:

Gary Latham
Gary.Latham@Staples.com

With new digital duplicators and variable data capability, the UTHSC Printing & Copy Center is now a one-stop shop that can handle most printing, copying, and graphic design needs. The center can also facilitate special printing requirements with local print shops. Departments are required to secure publication authorization numbers from the Printing & Copy Center for any printed material that will be disseminated outside the University.

To ensure compliance with University graphics and identity standards, University departments are required to purchase letterhead, envelopes, and business cards from the UTHSC Printing & Copy Center.

Order Placement
The preferred method of order placement is via submission of a Print Request form. This form may be submitted by email following the form instructions, by fax to 901.448.5316, or by delivering to the Printing & Copy Center.

Delivery
Deliveries are made to the main UTHSC Memphis campus at no additional charge. Delivery charges may apply to deliveries to other locations.

Payment Method
Departments are charged via transfer voucher in IRIS.

For additional information or for assistance, contact:

UTHSC Printing & Copy Center
910 Madison Avenue
C20 Madison Plaza Concourse
Memphis, TN 38163
901.448.5553
901.448.5316 (fax)

 

The UT Market Place: A New Way to Purchase Computers/Printers 

The UT Office of Procurement Services is pleased to announce the launch of a new e-procurement system.

UT Market Place allows users to order computing supplies from companies like Dell, PCS, Lenovo, and more using a single sign-in and shopping cart. For all Macintosh purchases visit our Apple Store located on Campus in the VolShop.

UT Market Place is live and ready to use for work-related purchases. (Personal purchases are not permitted.) To sign in, simply follow these steps:

Download the latest Chrome or Firefox browser.
Enable pop-ups in your security settings.
From the IRISWeb website, Sign in using your NetID and password.
Click on the “Shop” button at the top of the screen.
The Market Place will open in a new window. 
All employees are able to sign in and place needed supplies in a shopping cart, but only those approved to make departmental purchases can complete orders.

If you have questions please contact ddanie17@uthsc.edu or 901.448.2907.

Copy/Printer Paper Order Placement

The preferred method of ordering copy/printer paper is through the UT Market Place. The contracted vendor for copy paper is American Paper and Twine. If you have any questions, please contact General Stores at 901.448.6152 or Procurement Services at 901.448.5594.

The VolShop is a convenient, on-campus source for reference books, academic regalia rental, and miscellaneous items required to conduct University business. Book titles and other items not is stock can be readily obtained by special order.

Bookstore Location

930 Madison Avenue, Plaza Level
Memphis, TN 38163

Ordering Procedure

Items may be purchased in the VolShop or ordered via the UTHSC VolShop website. Departments may make purchases up to $4,999.99 from the bookstore. Purchases of $5,000 or above must be obtained through a University contract vendor or be submitted to Purchasing Services by entry of a purchase requisition in IRIS.

Purchase Restrictions

Bookstore items may be purchased by departments for official university use only. Items that are usually intended for personal use (greeting cards, gift items for outside donors or speakers, clothing, cosmetics, food, etc.) may not be purchased and charged to cost center/WBS elements unless they are required for conducting departmental business and written documentation describing the need for and use of the item(s) is retained on file in the department for audit purposes. In addition, the UTHSC chief business officer must approve in writing the purchase of each item whose cost exceeds $100. See Fiscal Policy FI0425 (Campus Bookstore Purchases) and Fiscal Policy FI0405 (Purchasing – General Policies) for policies relating to procurement of personal use items.

Textbook Desk Copies

Publishers usually provide complimentary desk copies of textbooks for faculty use upon request. Departments or faculty members should contact publishers directly to obtain desk copies of proposed or selected textbooks. If publishers will not provide complimentary desk copies, or if copies cannot be obtained from the publisher in a timely manner, textbooks for faculty use may be purchased from the bookstore and charged to the appropriate departmental account. Where applicable, departments should request complimentary copies from publishers for return to the bookstore to receive a credit to the appropriate procurement card or departmental bookstore account (unless the copy from the publisher has been marked "complimentary-not for resale").

Payment Procedure

The preferred method for departments to make purchases from the UTHSC VolShop is by use of a UT Procurement Card. Those departments that have requested and been granted a bookstore charge account will receive invoices from Barnes & Noble when purchases are made. All invoices from Barnes & Noble for purchases from the bookstore should be paid using IRIS transaction MIR7 in reference to framework purchase order number 6500000449. The vendor address that appears when entering this framework order number into the MIR7 transaction is the correct remit to address. A payee address should not be selected. Purchases under this framework order are limited to amounts below $5,000.00. Any requirements above this amount must be submitted to Purchasing Services via a purchase requisition in IRIS.

For additional information contact:

Gary Carter, Manager
Email: gcarter4@utk.edu

First, check the How to Buy/Pay Guide to see if there is a required or preferred source for ordering. Follow the Buy/Pay instructions given.

Second, check the listings of University and State Purchasing Contracts to see if the required goods or services are covered under contract. Follow the Buy/Pay instructions given.

If a required or preferred source is not found following the above steps, one of the following procedures must be followed:

  • Purchases of Less Than $10,000. Purchases of goods or services of less than $10,000 may be made by departments based on their discretion. Purchases should be made from reputable vendors at a fair and reasonable price. Informal quotes may be obtained by departments to determine price reasonableness. Departments may not artificially divide purchases so as to appear the purchase is less than $10,000 or to make multiple purchases or request multiple invoices for single purchases of identical goods or modular components from the same vendor. Purchases of identical goods or modular components from the same vendor of $10,000 or more must be initiated through purchasing. Excluded from the bid limits are purchases for construction and renovation work and for goods or services available through existing state or university contracts.

    A copy of the university's tax exemption certificate should be provided at the time of purchase to ensure that sales tax is not charged (see Certificate of Exemption).

    Methods for making purchases below $10,000 are as follows:

    • UT-issued Procurement Card Purchases. This is the preferred method for making purchases below $10,000. Upon the recommendation of the Treasurer's Office, departments will be given university-issued procurement cards that may be used for making single purchases of goods or services of less than $10,000. Procedures for making credit card purchases will be provided to departments when the cards are issued. See Fiscal Policy FI0530 (Procurement Cards) for additional information.
    • Petty Cash Purchases. Departments may use petty cash funds to make single purchases less than $10,000 from local vendors in accordance with Fiscal Policy FI0525 (Petty Cash).
    • Credit Purchases. Single purchases of less than $10,000 may be made from vendors who will provide goods and services on credit without a purchase order and will invoice the university after delivery. Invoices for such purchases should be sent directly to the department receiving the goods or services and processed for payment in accordance with Fiscal Policy FI0505 (Processing and Paying Invoices). Departments should consult with Purchasing Services if the vendor requests that a credit application or other agreement form be signed.
    • Departmental Purchases with Personal Funds. Employees may use personal funds to make single purchases of less than $10,000 for goods or services for departmental use and be reimbursed by the university. The Petty Cash Reimbursement Request Form T-44, must be used to request reimbursement. Requests must include a receipt that has an itemized description and the price of each item as well as the total amount of the purchase. A cash register tape with a description and the price of each item purchased may be used. The receipt or cash register tape must be imprinted with the vendor's name. See Fiscal Policy FI0525 (Petty Cash) for additional information.
  • Purchases of $10,000 and Higher. Purchase requirements in this range must be submitted to Purchasing Services via a purchase requisition in IRIS. At the discretion of Purchasing Services, departments may solicit informal bids from vendors for purchases within this range. This information must accompany the requisition sent to Purchasing Services. (Consult Purchasing Services for price quotation documentation requirements.)

For additional information, contact Purchasing Services at 901.448.5594.

Last Published: Oct 2, 2018