After legal review, agreements, contracts or quotations can be signed by an individual of the University who has signing authority, typically a Vice President or authorized Purchasing personnel.

Printing may be completed on campus by the Printing Center . If printing cannot be completed by the Printing Center , please see the policy for printing procedures.

Duplicating must be completed on campus by Duplicating Services. If duplicating cannot be completed by Duplicating Services, please see the policy for printing procedures.

See procedures for purchasing office systems furniture.

Yes, freight is included in the total cost of an item.

Departments are responsible for submitting purchase orders to vendors, either by telephone or fax

They are done daily, unless the buyer finds that the item(s) needs to be bid or quoted or unless there is a problem with funding or if the purchase order requires approval from another source.

A Donation Receipt form needs to be completed and sent to the Purchasing Office. The original document and a copy will be returned to the department. The department is responsible for sending the original document to the Donor. The Purchasing Office will also send a copy to Asset Management. The Donation Receipt form is located on the Purchasing website under forms.

The Conflict of Interest policy is located on the Research Development and Compliance's website.

A sole source means that the product or service is unique and that the vendor, to the best of the requestor's knowledge and belief, based on the thorough research of the requestor, is the only vendor able to furnish the product or service. A sole source purchase is never based on price. The sole source purchase or service must be obtainable from one (sole) source.

The sole source form needs to be filled out and sent to the Purchasing Office. Instructions are on Page 2. Please pay specific attention to the detail required for question 3b.

E-mail sara.narveson@email.UND.edu with the change/s.

A purchase requisition needs to be completed and sent to the Purchasing Office, along with the maintenance agreement.

The DUNS No. and the registration of a vendor in SAM are required only if federal funding is being used and the purchase is valued at $25,000 or more.

The Excluded Parties List System (EPLS) migrated to the System for Award Management (SAM). UND must now search for excluded (debarred) parties in SAM. UND is not permitted to purchase good/services from parties that are excluded (debarred). SAM search instructions.

The account codes are listed on the home page of Accounting Services webpage. It is listed under other.

The Single transaction limit is $4,999.

The monthly credit limit is $10,000.

• 1 Year Subscriptions
• Abstract Fees
• Advertisement for Positions
• Airline/Amtrak Tickets
• Books
• Booth Rentals for Recruiting Students
• Computer Supplies
• Equipment ≤ $4,999
• Equipment Rentals (Excluding Car Rentals)
• Fees
• Healthcare/Medical Services
• IT Equipment ≤ $4,999
• Memberships/Dues
• Registrations
• Repairs/Labor
• Supplies/Office Supplies
• Tax Reportable Services/Fees (1099)
• Tools
• Web Domains
• Webcasts/Webinars

• Alcoholic Beverages
• Ammunition/Weapons
• Cash Advances (ATM or other)
• Car Rentals
• eBay Purchases
• Entertainment/Hospitality
• Equipment over $4,999
• Flowers
• Food
• Gasoline/Fuel
• Gift Cards
• Gifts
• Grants and Contracts (Any Item Not Allowed by the Sponsoring Agency)
• Hazardous Materials
• Insurance
• Internet Auction Sites
• Leases
• Legal services
• Maintenance Contracts
• Motor Vehicles
• Non-business/Personal Items
• Personal Expenses of Any Kind
• Policy & Procedure Doesn’t Allow
• Postage Stamps
• Printing
• Radioactive Materials 
• Shipping - Outbound From UND
• Travel (Excluding Airline/Amtrak Tickets & Registrations) 

Additional unallowable expenditures using University funds are listed at: UND.edu/finance-operations/accounting-services/_files/docs/unallowable-purchases.pdf

Only Airline/Amtrak Tickets and registrations are allowed on the P-Card. If airline or Amtrak tickets are purchased, attach the Airline/Amtrak Ticket Detail form UND.edu/finance-operations/accounting-services/forms.cfm to your statement of account.

Yes, email the P-Card Administrator with justification for the credit limit increase.

Cardholders can run their statement of account report on the fourth of every month.  Paperwork is due in Accounting Services, Stop 8356, by the 20^th of each month.

Email the Purchasing Card Administrator if your paperwork will be late.

If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice. If you are not able to get a replacement receipt/invoice, the missing receipt form will need to be completed. UND.edu/dept/accounts/documents/MissingReceiptInvoiceForm.pdf

Contact the P-Card Administrator or JPMorgan Chase 1-800-270-7760.

Give them your department address.  The same address you provided on your P-Card application form.  The address given to the merchant is verified with the bank. Entry of this information can be very sensitive, so it is important to pay attention to abbreviations and the order in which your address is provided.

Give them the P-Card Administrator's phone number: 701-777-3881.

No, Corrections will need to be made via Journal Entry UND.edu/research/grants-and-funding/_files/docs/gca-forms.cfm

Email the P-Card Administrator and your supervisor.  The canceled card will then be given to your supervisor.  The supervisor is responsible for shredding and disposing of the card.

Contact the Purchasing Card Administrator, 777-3881, and it will be determined why your card is being declined.

Purchasing Card transactions can be reallocated in PaymentNet.  The transactions for the first three weeks of the reporting period need to be changed by the 2^nd of the following month and the transactions for the last week of the reporting period need to be changed by the 10^th of the following month.  If the transaction has already posted to the General Ledger, fund changes can be made via a Journal Voucher form.  The Program Administrator can change the default source on your Purchasing Card.  Please e-mail Janelle McGarry (janelle.mcgarry@email.UND.edu) if you have questions in PaymentNet or would like your default funding source updated. 

Purchases cannot be artificially divided to fall under $5,000. If a purchase total is over $5,000 (including freight), it needs to be sent out for quotes or bids by the Purchasing office. Even though the separate items may be under the $5,000 limit, the combined total dollar amount will be greater than the $5,000 limit.

A single item purchase over $5000 or a purchase totaling over $5000 that does not meet sole source criteria, needs to be sent out for competitive pricing by the Purchasing Office. Please see the policy for Bids.

Please send the information via e-mail to the buyer. Please see the commodity list for the buyers.

Yes. The bid or quote needs to be awarded to the lowest bid/quote that meets specifications. If the lowest bid/quote is not selected, the department is required to submit a memo justifying why the lowest bid/quote is not acceptable along with the purchasing requisition.

1. Fill out a Trademarks Use Request Form.
2. Once your form is approved and returned to you, you can place the order on your Purchasing Card, use the AP eForm or fill out the Purchase Requisition for Trademarked Items form.
3. If you fill out the Purchase Requisition for Trademarked Items, the PO will be created as soon as your vendor submits artwork for approval. Use your PO to place your order.
4. If you have any questions along the way, contact Sara at 7-2132.

Your vendor will be able to provide this to you once they upload the artwork for approval. You can submit your purchase requisition without it.

The logo standard guide can be found on the UND Style Guide

Generally, yes. Please submit purchases bearing your departmental logo in the same way you would for an item bearing university logos/trademarks.

No. All printed items must comply with the style and standards guide available on University Relations' webpage. However, all printing jobs done off campus need to be routed through the Purchasing office for competitive pricing.

Visit www.lrgusa.com . Click on "Licensing" and then under helpful links, click "Licensee and Products List." On this page you can type in " North Dakota ," click "search" and when the page loads, click on "View" next to " North Dakota , University of" to see the list of licensed vendors for UND. You may need to allow pop-ups on the site in order for this window to open. Once the window opens, search by product to find licensed vendors who produce what you're looking for or by vendor name if you already have a one in mind. Simply type your search item in the "Find" box (at the top) and hit "Enter." Continue hitting "Enter" until you find what you're looking for.

If you are set on using a specific vendor and they are not yet licensed, they may be willing to become licensed in order to continue doing business with us. Please contact Sara Narveson (777-2132) to discuss this possibility or to find another vendor.

Trademarks Use Request Forms are returned immediately if approved. However, if your vendor is unlicensed, there will be substantial delay. Artwork approval takes only as long as your vendor requires to design and upload your artwork. Purchase requisition turnaround time is the same as for purchases of non-trademarked items.

Contact Telecommunications to see if you can purchase the software/licenses through them. If that is not possible, please see the Software Purchases section under Policies and Procedures.

When a department employs a consultant, this form needs to be completed by the department, before the consultant begins working. See the first of the frequently asked questions for proper UND signing authority.

When a department employs a guest speaker, this form needs to be completed by the department, before the guest speaker begins the speaking engagement. See the first of the frequently asked questions for proper UND signing authority.

When a department is having a service performed and the vendor cannot supply a contract.