Purchasing Procedures
Receipts
For any purchase made (internal or external), please tape the original receipt to the Receipt Information Form and complete the top of the form. Please give the form with original receipt to Jackie Heytens. Original receipts are required. Administrative staff reconciles purchases against invoices every month and must have information about every purchase.
Professional development purchases
The Department of Social Work strives to make professional development funding available for faculty and staff. Some faculty members have an individual budget line in the professional development account that they may use for any travel or purchase related to their professional development. If you have any question about whether an expenditure is related to professional development, contact Mike Raschick before you make the purchase.
When preparing to make a purchase, contact Jackie Heytens or Karen Nichols to find out which budget number to use for that particular purchase. For larger purchases (>$500), authorization is required from the Department Head (department purchases) or Karen Nichols (sponsored purchases).
P & A and civil service staff each have a combined line for professional development activities. Application for use of this funding should be made to the Department Head, Mike Raschick via e-mail.
Use the purchasing card
The University encourages employees to use the purchasing card whenever possible to cut administrative costs. Purchasing cards may be used for most purchases with the exception of lodging and travel meals. It is particularly easy to use them to order goods on-line. If you think the purchasing card may be used for a purchase you want to make, please contact Jackie Heytens or Karen Nichols. Provide original or internet receipts to Jackie at the time of purchase.
Employee reimbursement
The University discourages employee reimbursement of external purchases, since there is normally a less expensive means to make a purchase. Please contact Jackie Heytens or Karen Nichols if you would like to make a purchase on the purchasing card.
An employee may, however, be reimbursed for up to $500 for a single purchase, provided it was authorized in advance by the Department. Complete the Department Purchase Order and submit it to Mike Raschick for authorization before making the purchase.
Provide the original receipt, together with a Reimbursement Request form to Jackie Heytens after the purchase.
Invoicing
Many vendors will accept a purchase order from the University. They will send an invoice to the University after the purchase, which will be paid via normal channels. If you would like to find out if a business accepts a University Purchase Order, contact Jackie Heytens or Karen Nichols.
Hospitality expenses
Hospitality expenses (primarily paying for a non-employee meal) are tightly controlled by the university, particularly on sponsored funds and therefore a Hospitality Report must be attached to any hospitality expense. A business purpose tied to the Department/project objectives is required for any hospitality expense and original receipts are required.
Internal University purchases
These are purchases made at the bookstore, print shop, or other internal vendor (food/catering purchases are listed separately). Please tape the original receipt to the Receipt Information Form and complete the top of the form. Please give the form with original receipt to Jackie Heytens. Original receipts are required. Administrative staff reconciles purchases against invoices every month and must have information about every purchase.
Internal Catering
Purchases from UMD catering services for a meeting or other gathering require a Department Purchase Order. Give this purchase order to Jackie Heytens before the order is made so they can ensure the correct budget number is being used. If you have any questions about ordering food from catering, contact Rita Ohman.
External event/ catering using department funds only
Follow the same procedure as for internal catering.
External event/ catering using sponsored funds
If you are planning an external event or external catering using sponsored funds, a University Purchase Order is required. These forms are on-line and must be completed by an authorized person. Contact Jackie Heytens or Karen Nichols if you plan to arrange for an external event using sponsored funds.