Procure-to-Pay Guide

About the Guide

The Guide is organized by category of purchase (e.g. Advertising, Computers, Equipment, etc.). In each of the categories, all efforts should be made to purchase goods and services using the “Buy/Pay” approach.

Please note that the “Buy/Pay” approaches are listed in the preferred order. See examples below for how to proceed with the preferred order of approaches.

Please note that certain categories, such as Print Services, have specific procedures/policies that need to be followed.

If a category is not listed, please contact Procurement Services for more information.

Examples

HVAC Parts & Supplies

Air Filters (under HVAC Parts & Supplies) should be purchased at the FOM Stockroom. If the Stockroom does not have the commodity needed, one should contact Central Stores. Once both of these efforts have been attempted with no success, the procurement method is a Procurement Card or a purchase order (non-catalog requisition) depending on the spend level. In this category, Trane is the preferred vendor -- so that is the supplier where a Procurement Card or purchase order should be used.

Computers

Computer accessories, hardware and software should be purchased via The Computer Store. If the item is not available or cannot be readily ordered at The Computer Store, the procurement method is a Procurement Card or a purchase order (non-catalog requisition) depending on the spend level. As there is no preferred vendor, employees are asked to use their best judgment based on cost and quality of the product.