Purchasing Goods & Services

Goods and Services Purchasing Process

  • $0-$9,999: Select a vendor or service provider and get a quote. To initiate the purchase:
    • Contact the building manager in your library or Minitex's finance department and provide the quote, a justification (who, what, when, where, why, and how the expense aligns with the University's mission, grant purpose, or gift fund purpose), a chartfield string, and the budget manager's approval.
    • The building manager or Minitex's finance department will determine the best purchasing method that meets the University's Administrative Policy: Purchasing Goods and Services:
      • P-card following the University's Administrative Policy: Using the University Procurement Card for goods and standard (not professional) services up to $2,500 per individual transaction.
      • Internal sales, i.e. printing, car rental, etc.
      • U Market (click Shop Now) or U-wide pricing agreements
      • Voucher following the appendix to the purchasing policy: Non-Purchase Order Related Payments), including e-resources under this threshold which can be purchased without a PO based on the University Libraries purchasing exclusion.
      • Purchase orders (POs) that are required capital equipment ($5,000 or more).
  • $10,000-$49,999: Select three vendors and get three quotes. To initiate the purchase:
    • Contact the building manager in your library or Minitex's finance department and provide:
      • three quotes, a justification (who, what, when, where, why, and how the expense aligns with the University's mission, grant purpose, or gift fund purpose), a chartfield string, the budget manager's approval, and Form UM 1819 (Price and Supplier Justification form).  Use the sole source option on the form only when no other vendors can provide the good or service.
  • $50,000+: Contact Khanh Tran in the Libraries Business Office or Minitex's finance department, who will then help contact the central Purchasing Services at the Controller's Office to initiate the public bid process. Once through the public bid process, a contract and purchase order are required.


Professional Services Purchasing Process

  • $0-$2,999: Select a vendor or service provider and get a quote. To initiate the purchase:
    • Contact Khanh Tran in the Libraries Business Office or Minitex's finance department and provide the quote, a justification (who, what, when, where, why, and how the expense aligns with the University's mission, grant purpose, or gift fund purpose), a chartfield string, and the budget manager's approval. Typically, a purchase order is not needed, but sometimes is useful if the University's terms and conditions are important. After the work is completed, the vendor's invoice will likely be paid using a voucher.
  • $3,000-$49,999:  Select a vendor or service provider and get a quote. To initiate the purchase:
  • $50,000+: Contact Khanh Tran in the Libraries Business Office or Minitex's finance department, who will then help contact the central Purchasing Services at the Controller's Office to initiate the public bid process. Once through the public bid process, a contract and purchase order are required. For additional information, please reference the University's Administrative Policy: Purchasing a Professional Service.


For more detailed guidance for common purchases, please see the link to the right. The topics included in the guide are:

  • Expenditure Authorization and Code of Ethics
  • Purchasing Procedures
  • Specific Types of Purchases
    • Contracts
    • Contracts for Services/Honoraria for Speakers
    • Ordering Consumable Supplies or Equipment Under $50
    • Ordering Services, Equipment & Supplies $50+
    • Ordering Computer Equipment and Other IT-Related Items
    • Ordering Other General Products
    • Ordering Furniture & Non-Computer Equipment
    • Ordering Food, Alcohol, and Event Supplies
    • Ordering Library Copiers and Supplies
    • Ordering “Copies On Campus”
    • Ordering Letterhead & Stationery
    • Ordering Business Cards
    • Ordering Specialty & External Printing
    • Ordering Postage & Mailing Items
    • Ordering Shelving
  • Contacts for Purchasing
  • Emergency Purchases and Reimbursements
  • Special Expenses
  • Purchases for Libraries Income Operations (Photocopy, Outreach, etc.)
  • Procurement Card
  • Maintenance, Repair, and Disposal of Furniture and Equipment
  • Amazon Business Account
  • Libraries Guideline on Special Expenses (see link on the right side of this webpage for detailed guidance)