Procurement and Payment Methods

Iowa State University Procurement Services Department has identified certain procurements and expenditures that do not require a purchase order be processed. These acquisitions can be made for the university by departmental personnel, with the department’s funding approval; using authority delegated by the Procurement Services Department. Suitable methods of acquiring these items and completing payment are noted below, along with the Additional Restrictions/Limitations that apply. Methods may include the P-Card (up to the cardholder’s p-card limit), a T&H Card (up to the cardholder's T&H Card limit), a non-catalog requisition, a Workday supplier invoice, or an Ad Hoc payment with appropriate documentation.  

 

All other expenditures not listed below must be requested through the Procurement Services Department by submitting a request for a non-catalog requisition in Workday or completing a Contract Request Form on the Procurement Services Website.  All other purchases require authorization from Procurement Services prior to any commitment being made.

 

Transactions involving a Conflict of Interest (COI) Supplier require prior approval and must be handled by the Procurement Services Department. Initiate the request to purchase from a conflict of interest supplier by submitting a non-catalog requisition in Workday and identifying the nature of the conflict of interest (see Conflict of Interest).   
 

Tip: Press ctrl + F to search this page for keywords. 

 

Index

The following guidelines identify common expenditures and the acceptable methods of procurement or payment:

 

Description

Situation

How to make the purchase

Documentation Required
Advertising/Job Announcements
  (Newspaper, Journal)		 Up to your P-Card limit  AND
supplier does not require a signed agreement and does not have a conflict of interest.		 Contact supplier and pay with P-Card Invoice or order form
Supplier requires a signed agreement OR
has a conflict of interest - regardless of cost

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article)

Agreement, quote, or order form
Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Invoice or order form

Spend Category:  SC10894 Advertising - Job Posting

This spend category should be used to record the cost of advertisements for job postings in any type of media (newspaper, journal, website, etc.).

 Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu 

Invoice or order form and
Have Supplier/Payee Register in Workday

 		      
Alcoholic Beverages  Cannot be charged to any Worktag other than agency funds or general support ISU Foundation funds unless the use is for cooking, research, or course study.  Uses for cooking, research or course study need to be reviewed by the Office of Risk Management to assure compliance with alcohol licenses.  For additional information, see https://www.policy.iastate.edu/policy/drugs and https://www.policy.iastate.edu/policy/foundation.

 		      

Animals, Laboratory or Livestock, Animal Cages, Aquariums, as well as all Live Vertebrate Animals 

Refer to the Institutional Animal Care and Use Committee (IACUC) website to determine the appropriate approvals needed for your purchase.
    
       

Appliances
(not for personal use)

 Up to your P-Card limit AND
cost of item is less than $5,000

Contact supplier and pay with P-Card
or purchase through cyBUY

 Invoice or order form

Spend Category for those <$5,000: SC10486

Spend Category for those > or = $5,000: SC10226

Above your P-Card limit OR
item cost is Greater than or = $5,000

Submit a request to Finance Service Delivery

or enter a non-catalog requisition in Workday (Knowledge Base Article)

or purchase through cyBUY

 Agreement, quote, or order form
       
       

Situation

How to make the purchase

Documentation Required
Art Licensing Rights, Royalty, Copyright Payments Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Spend Category: SC10012 Royalty, Copyright Payments In all other instances Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and
Have Supplier/Payee Register in Workday
       
       

Situation

How to make the purchase

Documentation Required

 

Art Sales  
Through Workspace in the Memorial Union (Commissions)

 

 In all instances Email request for Ad Hoc Payment to finance_delivery@iastate.edu Documentation to show how the commission was calculated.
Spend Category:  SC10414 Resale/Cost of Goods Sold
    
       
Artwork   Should not be procured for individual offices, as this is viewed as personal and is not to be paid by university funds. Artwork for public spaces is allowable.
     
       
Automatic Electronic Defibrillators (AEDs)  

Must only be ordered through Procurement Services as the university has standardized on a specific type and AED’s require proper installation and training (see AED policy).

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article).


 		    

Situation

How to make the purchase

Documentation Required
Awards, Prizes & Recognition
Acquiring Non-Cash items 		 Up to your P-Card limit  AND
supplier does not have a conflict of interest.		 Contact supplier and pay with P-Card Invoice or order form
Spend Category:  SC10920 Prizes & Gifts (Non-monetary items) Above your P-Card limit or supplier has a conflict of interest Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form

 		      

Situation

How to make the purchase

Documentation Required
 Purchasing a Gift CardVisit Purchasing Gift CardsDocumentation required for each type of gift card can be found under the documentation required button on Purchasing Gift Cards

Awards, Prizes & Recognition
 Paying Cash or Gift Card to Recipients 

 

For Gift Cards, please visit Purchasing Gift Cards.

 Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Research Participant Receipt and Property Receipt Form
Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Have Supplier/Payee Register in Workday
Spend Category:  SC10921 Monetary Awards or Gift Cards Awards for ISU employees must go through Payroll - regardless of cost Email request for One-Time Payment to hr_delivery@iastate.edu Description of request, reason for request, amount, and Worktag

 		      

Situation

How to make the purchase

Documentation Required

Books, Publications, and Periodicals
Books may also be ordered through the University Book Store or from Amazon or Complete Books on cyBUY Spend Category: 

 

 

SC10098 Books/Publications/Magazines

 Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form

 		      

Situation

How to make the purchase

Documentation Required



Cell Phones/Internet

 

Spend Category:  SC10192 Telecommunications - Cellular Telephones, SC10390 Telecommunications

 Departmental-University owned cell phone Contact procurement@iastate.edu for assistance in setting up an account Itemized billing for each month being paid
Reimbursement for cell phone for foreign travel Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Itemized billing for each month being paid

Requesting communication technology allowance

Communication Technology Allowance Policy

 Email request for an allowance earning to hr_delivery@iastate.edu Communication Technology Allowance Request Form
 
 		    
Computers, Laptops, iPads, Tablets, or Components to Assemble as a CPU 

Are available to purchase through university wide contracts with Dell, Apple, CDWG, and B&H Photo.

Dell, CDWG, and B&H Photo can be found in the cyBUY Marketplace.

Apple and Dell products can be purchased through TechCyte at the ISU Bookstore.


 		    
Construction Services or Repairs to Facilities as well as all Modifications to Building  Must be authorized through FP&M.

 		    

Controlled Substances 

Spend Category:  SC10126 Controlled Substances

Must route through Procurement Services on a requisition or through cyBUY suppliers as documentation and control issues require tracking of orders, Drug Enforcement Administration (DEA) number.

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article).


 		    

Cylinder Gases & Liquid Nitrogen  

Spend Category: SC10160 

 Must be procured through Chemistry Stores.

 		    

Situation

How to make the purchase

Documentation Required

Data Access Services

Payment for access to data inclicing: Dun and Bradstreet, Weather Service Data, Survey Data, etc.

 Up to your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card. Invoice, order form, or purchase confirmation from website
Above P-Card Limit, Supplier requires a signed agreement, OR Supplier has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Spend Category:  SC10363 Data Access Services

 		   
Data Networking Equipment/Switches/Routers/Hubs/Wireless Access Points and any Device that plugs into the Data Network  Must be requested through Procurement Services (see wireless policy).

 		    

Donations (Flowers, Gifts, Money) 
Must have a clear business purpose)(see the expenditure policy)

 Conditionally Allowable:  Flowers for official university events, gifts of reasonable cost for recognition of employee achievements, and flowers sent for the funeral or hospitalization of an employee or their immediate family.
Review the Allowability and Appropriateness Manual for information about allowable funding sources.

See also:  Awards, Prizes & Recognition Acquiring Non-Cash items

and Awards, Prizes & Recognition
Paying Cash or Gift Card to Recipients

Payment Methods:  Flowers and gifts may be purchased using a P-Card.

Monetary donations to a company may be paid via P-Card or a Supplier Invoice. Email request for Supplier Invoice to finance_delivery@iastate.edu. Documentation Required: Invoice or order form, W-8 or W-9, and Conflict of Interest Form

Spend Category: SC10240 Donations

 Unallowable:  Gifts to employees or students for recognition of personal events such as graduations, birthdays, holidays, weddings, wedding anniversaries, or baby showers are not allowable from any funding source.

 		    

Drones/Unmanned Aerial Vehicles (UAVs) 

Spend Category:  SC10633 Unmanned Aerial Vehicles

 May be procured through cyBUY suppliers or through a requisition. See the Policy Library for information on purchasing Unmanned Aerial Vehicles:  https://www.policy.iastate.edu/news/unmanned-aircraft-systems-uas-drones

 		    

Situation

How to make the purchase

Documentation Required

 

Entertainers 

Examples: musicians, performers, comedians, DJ’s, vocalists/singers. 

Any events with fireworks, pyrotechnics, or inflatables require a non-catalog requisition.

 

 

Spend Category:  SC10111 Entertainers/Entertainment Contracts

 Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than or = $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Conflict of Interest Form
Over $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required
Event Charges and Fees 
Including: Table Rentals, Booth Rentals, Electrical/Data Connect Services, Catering or Equipment Rental             		 Up to your P-Card (or your T&H Card for catering) limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card. Invoice or order form
Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Spend Category:  SC10618 Off-Site Facility Rentals, SC10291 Catering

 		   
Equipment 
(items valued at >$5,000, with a useful life of more than 1 year and tagable for inventory) 

Must be ordered through cyBUY or on a requisition as these can require additional approvals and tracking for inventory. 

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article).

 		    

Situation

How to make the purchase

Documentation Required
Fees
Academic Testing, Accreditations, Entrance Fees, Licenses (pesticide applicator, trailers, vehicles), Notary Public Fees, Periodicals, Publications, Subscriptions 		Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Invoice or order form
Spend Category:  SC10827 Licenses and Permits, SC10277 Subscriptions/Memberships/Dues, SC10923 Filing Fees - Immigration Services Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and
Have Supplier/Payee Register in Workday

 		      
Fines and Penalties  Contact Procurement Services.

 		    
Firearms/Weapons/Ammunition   Must be procured on a requisition. Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) .

 		    

 		      
Foreign Countries or Entities  Payments to foreign countries or entities on the Federal OFAC list are strictly prohibited.

 		    

Situation

How to make the purchase

Documentation Required

 

 

Freight/Shipping Charges

 

 

 

Spend Category: SC10153 Shipping/Freight Fees

 FedEx, UPS, and DHL payments when shipping charges from a supplier are charged separate from the rest of the order and they are under your P-Card limit. Contact supplier and pay with P-Card Invoice or order form
Using FedEx, UPS, or DHL to send/ship something. Contact Iowa State University Postal and Parcel Services

Above your P-Card limit or
shipping through other
suppliers.

 Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Invoice or order form

 		      
Furniture/Furnishings 

Must route to Procurement Services on a requisition. The university has policies regarding furniture and maintains contracts for these items.

Enter a non-catalog requisition in Workday (Knowledge Base Article) or submit a request to Finance Service Delivery.


 		    

 

Gasoline/Fuel 

(Except as authorized by University Transportation Services) 

 

The university has fleet cards for ISU vehicles or pays mileage reimbursement for personal vehicles.  

To purchase motor fuel, heating fuel, and/or LP gas, submit a request to Finance Service Delivery, or enter a non-catalog requisition in Workday (Knowledge Base Article).

To request ongoing (year or more) fuel needs, a supplier contract request form will need to be completed.      

 		    
Goods or Services from Conflict of Interest (COI) Suppliers  

These purchases have special university, federal, and Board of Regents policies and must be handled and reported by the Procurement Services Department (see Conflict of Interest Policy – Procurement).

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article).

 		    

Situation

How to make the purchase

Documentation Required

Honoraria

A payment to a person for services in a volunteer capacity for services for which fees are not traditionally required (ex: judge in a contest, participating in a panel discussion). 

Not to be used for a company, business entity, or anyone who performs services as a career including: professional or technical advice or consulting, performances (comedic, dramatic, musical), and professional speakers.

Information regarding Honoraria Payments for Employees can be found under Allowability and Appropriateness on the Financial and Accounting Compliance Website.

 Less than or = $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Conflict of Interest Form
Spend Category: SC10919 HonorariaOver $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Have Supplier/Payee Register in Workday
       

Situation

How to make the purchase

Documentation Required
Hospitality 
Meals and refreshments for guests/interviewees/students
(see Summary of Allowable Travel Expenses) 		Up to your T&H Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with T&H card. Itemized receipts with list of attendees.
Above your T&H Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Spend Category:  SC10103 Hospitality Expenses Pay with personal funds Enter an Expense in Workday (Knowledge Base Article) or email finance_delivery@iastate.edu Itemized receipts with list of attendees

 		      

Situation

How to make the purchase

Documentation Required


Immigration (Visa) Filing Fees
Including: H-1B Application Fees, Green Card Application Fees, Premium Processing for Immigration Applications

In all instances Email request for a Supplier Invoice to finance_delivery@iastate.edu

Please make sure to include the folowing in your email request:

1) Name of the international Employee.

2) The type of fee (H-1B Application, Green Card Application, Premium Processing) you are paying.
Spend Category:  SC10923 Filing Fees - Immigration Services

 		   
Leases/Lease-Purchases/Rentals 

Must be requested through Procurement Services as many leases and lease-purchases require Board of Regents or State of Iowa approval and rental agreements may require a signed written agreement.

Contact Procurement Services to determine if a requisition or supplier contract is needed.


 		      
Licenses for Vehicles/Trailers  Must go through Transportation Services.

 		      
Legal Fees & Services  Must be requested through Procurement Services as all legal services must be authorized by university counsel.

 		      

Situation

How to make the purchase

Documentation Required
Memberships/Dues for Professional Organizations  Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Invoice or order form
Spend Category: SC10277 Subscriptions/Memberships/Dues Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and
Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required
Moving Expenses  Before the move occurs Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article)
AND Email tishac@iastate.edu for assistance coordinating the move. 		Contact information for the person moving, moving dates, locations, and approved dollar amount.
Spend Category:  SC10121 Moving Services After the move Email request for reimbursement through Payroll to HR_delivery@iastate.edu Agreement, quote, or order form
       
Office Supplies 

Must be procured through cyBUY.

The university has a competitively bid contract for office supplies available through cyBUY in Workday.  Departments should utilize this contract to ensure the lowest overall pricing. Office supplies generally may not be purchased using federal funds. Detailed explanations can be found in the policy at http://www.controller.iastate.edu/spa/isucostingpolicy.html.  

       
Online Auction Services (e.g., e-bay) 

May not be used. Contact Procurement Services for assistance.

Online auctions like eBay limit our ability to qualify a supplier (seller) or determine the quality of a product. The university has limited recourse for supplier nonperformance issues and there is a risk of buying stolen goods.

       
Personal Use Items  Should not be procured through any method. All items for personal use should be purchased using personal funds and not charged to or through Iowa State University.

 		      

Situation

How to make the purchase

Documentation Required
Petty Cash Advance  Establishing or increasing Petty Cash amount Email request for an Ad Hoc Bank Transaction to finance_delivery@iastate.edu A Petty Cash Requisition form and uses a ledger account instead of a spend category.
Petty Cash Reconcilement Once the Petty Cash is spent Email request to amend journal entry to finance_delivery@iastate.edu Receipts, Research Participant Receipt and Property Receipt Form, etc.
Petty Cash - Return Unused Funds Return unused funds Email request for an Ad Hoc Bank Transaction to finance_delivery@iastate.edu No documentation is required.
Spend Category:  Choose based on the type of expense      

 		      
Pharmaceuticals or Drugs  These purchases are restricted and must be purchased through Procurement Services.

 		      
Photocopiers and Photocopier Supplies  Should only be purchased through university contracts. May likely be included in your copier agreement or are available under university pricing agreements. 

 		      
Prepayments  Should generally not be made for goods or services. ISU generally limits pre-payments unless they are a generally accepted industry practice (annual subscriptions, airfare, annual memberships in professional organizations, and conference registration fees). Pre-payment limits our options in the case we do not receive the goods, receive damaged or non-complaint goods, or non-performance of services.

 		      
Printing/Photocopying/Business Cards/Letterhead  Must be procured or requested through ISU Printing and Copy Services to meet Regents policy.

 		      


Professional Services 

Including architects/engineering, art conservation, auditing, grant writing, investigation, legal, consulting, marketing development, media buying, research, or search firms 

Spend Category:  Choose one of the Professional Services categories

 Utilize the Contract vs Non-Catalog Requisition Decision Tree to determine the best method to procure the needed services. A proposal, quote, or email communication is helpful.

 		      
Radioactive Materials/Hazardous Materials  Must be requested through Procurement as documentation and control issues require tracking of the orders and log number issued by EH&S. Enter a non-catalog requisition in Workday (Knowledge Base Article).

 		      

Situation

How to make the purchase

Documentation Required
Referees/Judges  Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than or = $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Conflict of Interest Form
Spend Category:  SC10088 Services - Misc., SC10922 Athletics - Officials

Over $2000

 

 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required
Refunds  In all instances Email request for Ad Hoc Payment to finance_delivery@iastate.edu None required
Spend Category:  SC10811 Refunds - Fees, SC10817 Refunds - Other, SC10818 Refunds - Athletic Tickets, SC10819 Refunds - Educational Activities

 		      

Situation

How to make the purchase

Documentation Required

Registration

(conferences, training sessions, professional development seminars, etc.)

Up to your T&H Card limit AND supplier does not require a signed agreement and does not have a conflict of interest.

Contact supplier and pay with T&H card. 

Payment for registrations is preferred on a T&H Card, unless declined for merchant code control.  If T&H Card is declined, or you do not have a T&H Card, a P-Card may be used.

Invoice or order form
 Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Invoice or order form

Spend Category:  SC10081 Registrations

Registrations paid for by an award (unless specifically stated by sponsor that conference registration is not to be charged to travel) are to use:

SC10420 for domestic travel for employees

SC10421 for foreign travel for employees

 Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and
Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required
Reimbursements to County Extension Offices  In all instances Email request for Supplier Invoice to finance_delivery@iastate.edu Receipt
Spend Category:  Choose based on the type of expense

 		      

Situation

How to make the purchase

Documentation Required
Reprints or Page Charges  Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu Invoice or order form
Spend Category:  SC10281 Reprints/Page Charges Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice or order form and
Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required

 

Research/Survey Participants
(Refer to Controller's Department website for guidelines)

Payments to individuals who participate in a research study or experiment.  The individual should be the focus of the research.

Not to be used for a company, business entity, or as a payment for services or work performed (including someone conducting the research or assisting with the research).

For Gift Cards, please visit Purchasing Gift Cards.

Purchasing a Gift CardVisit Purchasing Gift CardsDocumentation required for each type of gift card can be found under the documentation required button on Purchasing Gift Cards
If purchasing items to give to recipients and under P-Card limit Contact supplier and pay with P-Card Invoice or order form and a Research Participant Receipt and Property Receipt Form
If paying individuals less than $100 Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Research Participant Receipt and Property Receipt Form
Spend Category:  SC10619 Participant Payments If paying individuals Greater than or = $100 Email request for Supplier Invoice to finance_delivery@iastate.edu Research Participant Receipt and Property Receipt Form

 		      

Situation

How to make the purchase

Documentation Required


Routine Services 
Including: artistic/design, captioning, catering, editing, grant review, inspections, interpreting/translating, lab testing, repairs, security, small equipment rental for items with a replacement cost that is under $5,000, software programming/development, training, transcription, website/app development.

 

***Due to the need to protect Iowa State Univesity Intellectual Property, photography/videography, graphic design, and illustration services will always need to be submitted via a request to Finance Service Delivery or by entering a non-catalog requisition in Workday (Knowledge Base Article).

 

***Information about the Captioning and Transcription Services Iowa State University has contracts with can be found in the Digital Accessibility Toolkit.

Up to your P-Card (or your T&H Card for catering) limit AND supplier does not require a signed agreement and does not have a conflict of interest.

Except in the case of Photography/videography, graphic design, and illustration services. (see ***note to the left).

 Contact supplier and pay with P-Card Invoice or order form
Spend Category:  Choose based on the type of expense Supplier does not accept P-Card (or T&H Card for catering), cost is over P-Card (or T&H Card for catering) limit, requires a signed agreement OR has a conflict of interest OR intellectual property is involved - regardless of cost

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article)

or for ongoing services (one year or more) complete the Contract Request Form on the Procurement Services website.

 Agreement, quote, or order form

 		      

Situation

How to make the purchase

Documentation Required

Software

Iowa State University has many site licenses and supplier contracts already in place for software, please email itslicense@iastate.edu to see if there is an existing license or contracted pricing that you can take advantage of.

 

Any new software must be approved by IT through the Request a Software Review before the new software may be purchased.

 

Additional information, including a step-by-step walkthrough for purchasing software, can be found here.

Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest.

AND you have completed a Request a Software Review form AND received approval from IT if this is new software.

Contact supplier and pay with P-Card.

 Invoice or order form, AND approval from IT if this is new software.

Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost

AND you have completed a Request a Software Review form and received approval from IT if this is new software.

 

Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday
(Knowledge Base Article) or complete the Contract Request Form on the Procurement Services website for term agreements (annually renewable).

 

 Agreement, quote, or order form AND approval from IT if this is new software.

 		      

Situation

How to make the purchase

Documentation Required

Speaker/Guest Speaker
 

*If we are paying a company (not an individual), an invoice is required.

If the individual will be lecturing or instructing mutiple sessions of an academic course, or multiple courses, please contact procurement@iastate.edu so that we can help you to determine the next steps.

 Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Less than or = $2000Email request for Non-Employee Honoraria to finance_delivery@iastate.eduConflict of Interest Form
Spend Category:  SC10247 Speakers/Guest Speakers Over $2000 Email request for Non-Employee Honoraria to finance_delivery@iastate.edu Have Supplier/Payee Register in Workday

 		      

Situation

How to make the purchase

Documentation Required

 

Sponsorship 
(Support of conference or organization) 

 

 In all instances Email request for Supplier Invoice to finance_delivery@iastate.edu Conference or Organization's Sponsorship Form (including an explanation of the benefit ISU will receive as a result of the sponsorship),
and
Have Supplier/Payee Register in Workday
Spend Category:  SC10425 Sponsorship of Activities by ISU

 		      

Situation

How to make the purchase

Documentation Required

 

Internship Stipends
A stipend is a payment, or series of payments to an individual that represents an allowance for the cost of living while the individual performs research, training, internship, or other learning activity.

Not to be used for a company, business entity, or as a payment for services or work performed.

For Internship Expense Reimbursement, see Travel Expenses below.

In all instancesEmail request for a Supplier Invoice to finance_delivery@iastate.eduHave Supplier/Payee Register in Workday
 

 		      

Situation

How to make the purchase

Documentation Required
Stipends  Please refer to the research/survey participants section, the professional services section, or internship stipends section.  Graduate student monthly stipends are paid through payroll.

 		      

Situation

How to make the purchase

Documentation Required

Supplies/Incidental Purchases

 

 Whenever possible Create a cyBUY order in Workday (Quick Reference: cyBUY Ordering) or email finance_delivery@iastate.edu None required
If Items are NOT available on cyBUY AND under your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form
Supplier requires a signed agreement OR has a conflict of interest - regardless of cost  Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Agreement, quote, or order form
Spend Category:  Choose based on the type of expense (Example:  SC10486 Office Supplies for office supplies like pens, tape, etc.) If Items are NOT available on cyBUY AND over your P-Card limit AND supplier does not require a signed agreement and does not have a conflict of interest. Submit a request to Finance Service Delivery or enter a non-catalog requisition in Workday (Knowledge Base Article) Invoice or order form

 		      

Situation

How to make the purchase

Documentation Required
Technical Services  Up to your P-Card limit  AND supplier does not require a signed agreement and does not have a conflict of interest. Contact supplier and pay with P-Card Invoice or order form

Spend Category:  SC10352 Technical Services		 Above your P-Card limit OR Supplier requires a signed agreement OR has a conflict of interest - regardless of cost Submit a request to Finance Service Delivery or complete the Contract Request Form on the Procurement Services website for ongoing services (year or more). Agreement, quote, or order from.

 		    

Telephones, Cordless Telephones, IP Telephones, Cell Phones and Related Equipment 

See also: Cell phones/Internet

 Must not be procured outside of Procurement Services. All of these items must be authorized by ITS and comply with other university policies (see voice/telephone policy).

 		    
Trade of ISU Property  Must be processed through a requisition. Proper documentation of value and inventory tracking must occur on all ISU property.

 		      

Situation

How to make the purchase

Documentation Required

TRAVEL - Employees 

     
Travel Expenses for Employees Up to your T&H Card limit Contact supplier and pay with T&H Card Itemized receipts
Travel Advances for Employees In all instances Create a Spend Authorization in Workday Expense (Knowledge Base Article) or email finance_delivery@iastate.edu None required
Employee Reimbursement for Travel In all instances Enter an Expense in Workday (Knowledge Base Article) or email finance_delivery@iastate.edu Itemized receipt, see policy for additional details
Spend Category:  SC10418 Travel - Domestic - Employee, SC10419 Travel - Foreign - Employee      

 		      

Situation

How to make the purchase

Documentation Required
TRAVEL - Non-Employees       
Travel Expenses for Non-Employees Up to your T&H Card limit Contact supplier and pay with T&H Card Itemized receipts

 

Non-Employee Reimbursement for Travel unless covered by a Professional Services Contractual Agreement (PSCA) or Purchase Order: 

      
If reimbursing to a person In all instances Email finance_delivery@iastate.edu to enter an Expense in Workday (Knowledge Base Article) Itemized receipt, see policy for additional details
If reimbursing to a business In all instances Email request for Supplier Invoice to finance_delivery@iastate.edu Invoice with itemized receipt(s),
International Visitor Meal Per Diem Paid in Advance
(Check) 		 In all instances Email request for Ad Hoc Payment to finance_delivery@iastate.edu  Documentation of how the amount was calculated, including the dates and the daily rate
Spend Category:  SC10422 Travel - Domestic - Non Employee, SC10423 Travel - Foreign - Non Employee      

 		      

Situation

How to make the purchase

Documentation Required
Utilities (gas, water, electricity, sewer, telephone not provided by ITS-Telecom Division)

Up to your P-Card limit AND no fee is charged.

(Current Suppliers that do not charge a fee Include: Alliant Energy, Butler Co REC, Consumer Energy, Farmers Electric Co, Northwest REC, Windstream, Centurylink, Rathbun Regional Water, Southern Iowa Rural Water Assn)

Contact supplier and pay with P-CardItemized billing for each month being paid
 
  Supplier accepts credit card payments, but there is a fee.

Email procurement@iastate.edu

Procurement Services may be able to cover the fee.

 Itemized billing for each month being paid
Spend Category:  SC10217 Utilities - Electricity, SC10347 Utilities - Natural Gas, SC10346 Utilities - Other, SC10314 Utilities - Water & SewerSupplier does not accept credit card payments.Email request for Supplier Invoice to finance_delivery@iastate.eduItemized billing for each month being paid

 

Any expenditures for goods or services not specifically included on this list must be requested through the Procurement Services Department by submitting a non-catalog requisition in Workday. 

A request for a non-catalog requisition can be submitted to Finance Service Delivery and they will enter the non-catalog requisition on your behalf or a non-catalog requisition can entered directly into Workday using this Knowledge Base Article.