Purchasing Services Frequently Asked Questions (FAQs)
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A University procurement card is the preferred method to make purchases costing less than $5,000.
NOTE: Any type of equipment over $1,000 (including shipping) that would be considered sensitive minor equipment and computers and printers ordered on the Computer Order Forms are not authorized to be purchased on procurement cards.
For additional restrictions and limitations on procurement card usage, see Fiscal Policy FI0530 (Procurement Cards) .
- Generally, a requisition is required to be entered in IRIS for purchases of $5,000 and above that are not covered under a framework order with a contracted vendor.
- Additionally, a framework requisition must be entered in IRIS when repetitive purchases from a single vendor are expected to exceed $5,000 per year.
- A requisition must be entered in IRIS in situations where a vendor requires a hard copy purchase order for purchases less than $5,000.
University personnel who are connected in any way with requisitioning or procuring equipment, supplies, and services used by the university shall NOT accept personal gifts, gratuities, or kickbacks (as defined by Federal Acquisition Regulation 52.203-7).
Your supervisor should send an email to Charles Cossar in Finance & Operations to request appropriate access for you.
You should then go to the Human Resources Employee Training Calendar to enroll in the IRIS Navigation & Overview class and subsequently other classes related to your purchasing duties.
Send an email to Dianne Holmes in Purchasing Services to request renewal.
Refer to the list of Expense General Ledger Account Definitions maintained by the Controller's Office.
Competitive bids are generally required for purchases of $5,000 and above that are not covered under a University or State contract. In some cases, purchases can be made on a non-competitive basis.
Contact Purchasing Services at 901-448-5594 for guidance.
Refer to the UTHSC Request PO Change or Cancellation page for detailed instructions.
For purchases of goods or services totaling $5,000 and above that are only available from one source. Refer to Fiscal Policy FI0410 (Purchasing – Bidding Requirements) for additional guidance.
These are equipment items of a movable nature which are particularly vulnerable to theft and have a cost or fair value (for donated items only) between $1000 and $4,999.99.
For a listing of equipment falling in this category, see Fiscal Policy FI0605 (Equipment) .
For equipment costing between $1,000 and $4,999.99 that is classified as sensitive minor equipment and all equipment and software costing $5,000 and above.
See Fiscal Policy FI0605 (Equipment) for additional guidance.
As a state institution, the University is exempt from paying Tennessee sales tax. Vendors should be advised of the University's exempt status and asked to omit sales tax charges from all purchases billed to the University.
A Tennessee Department of Revenue Certificate of Exemption (UT Administrative Portal login required to view document) should be given to vendors when such purchases are made.
The Controller's Office also maintains certificates of exemption for purchases made in certain other states, view the State Sales & Use Tax Exemptions page for details.
Complete a UTHSC Surplus Property Transaction Form , obtain the signature of your department business manager then follow instructions on the form for submittal to Surplus Property.
Go to the Human Resources Employee Training Calendar to enroll in the Purchasing and Asset Management class. This class is offered every other month. Additional one-on-one training is available by calling Purchasing Services at 901-448-5594.
View the Purchasing Requisitions manual prepared by the IRIS Project team. Additional purchasing training materials are also available at the IRIS Administrative Support website.
Log onto the UT Administrative Portal and click on the Forms link on the left side of the page.
847 Monroe, Suite 216
Memphis, TN 38163