Acquisition Options

• Purchase direct from the vendor for $2500 or less, if the vendor will bill on account. Submit an invoice-voucher form for payment with the vendor’s invoice stapled to the back. An electronic voucher may be submitted if you are trained and authorized to do so. (Call Shirley Murphy at (309) 438-7613 for training information.)
• Submit a requisition to Purchasing. (Required if purchase is over $2500, exceptions listed below). Purchasing will process the payment.
• Purchase from Office Max, Illinois State's designated office supplies vendor. Orders to Office Max may exceed the $2500 limit.
• Purchase from another University department at any dollar amount. Pay by invoice-voucher or electronic voucher.
• Two Party Agreements can be used for contractual services with individuals. (This does not include temporary help or internal consultants — they must be hired through Human Resources). Agreements for over $2500 must be attached to a requisition and submitted to Purchasing for processing.
• Professional and Artistic service contracts $2500 and over must be requisitioned through Purchasing. If $20,000 or over, P & A contracts must be sealed bid and advertised in the Illinois Public Higher Education Procurement Bulletin for 14 full calendar days. If a sole source can be justified, P & A contracts do not have to be sealed bid, but must still be advertised for 14 full calendar days before a contract may be signed.
• Invoice-vouchers or electronic vouchers may be submitted to reimburse an Illinois State employee for approved purchases. The merchandise must be for University use, and must be registered with Property Control if it is equipment. The University will not reimburse for sales tax.
• Payment with Order requests should be made on an invoice-voucher form, or on an electronic voucher. This process should only be used when the vendor requires payment before they will ship, or if a discount is offered for prepayment. Type "PAYMENT WITH ORDER" in the description area. Include the "Ship to" address below the item description. Staple the attachment to the back of the invoice-voucher which states the price, (including any shipping/handling charges), and states that the vendor requires prepayment before shipping merchandise.
• Travel Vouchers for 2007 should be used to reimburse Illinois State employees for travel expenses, after travel has occurred. An original hard copy is still required for travel vouchers. Entry into the Datatel system will be done by the Comptroller's staff.
• Air travel arrangements should be made through the University's designated travel agency – Suzi Davis Travel.
• Departmental credit cards are available for purchases $2500 or less. Contact Sue Fish at (309) 438-3373 for additional information on this MasterCard program.