Procurement Guidelines

University of Massachusetts > Procurement Guidelines

The following are the major authorized methods for University procurement of goods and services.  Direct payments (without a University Purchase Order)  are limited such as for expense reimbursements to University staff or for honoraria (e.g., Guest Speakers).  

Purchase Orders

All orders for goods and services must be covered by a University Purchase Order. The University accepts no liability for the payment of bills unless covered by a properly signed order. All pertinent information is keyed online and electronically approved by purchasing staff utilizing the University's central financial system.

Funds are encumbered automatically against the specific accounts indicated when the purchase order is processed. When funds are encumbered, it establishes the fact that a specific amount of money has been committed against a specific budget account. A commitment to pay that amount from that account has been made and entered on the University's books.

It is very important that deliveries be reported and received into the system promptly. The credit rating of the University depends on prompt payment of obligations. Each purchase order indicates where vendor invoices must be sent.


University Credit Card: ProCard

The University's ProCard program is a single, easy-to-use mechanism for paying common, low-cost expenses. ProCards are issued directly to employees who are responsible for making small dollar departmental purchases. The card facilitates quick purchasing with less paper work than the requisition/purchase order procedures. The card may be used only for official University business and only in accordance with University policies and procedures.

Prompt Payments

To ensure a quick and accurate payment, businesses should follow the guidelines below.  Please note that no business can be transacted without first obtaining a valid purchase order number or Procurement Credit Card number from the purchaser.

Shipping and Receiving

• Any goods received must contain a packing slip that clearly identifies those goods, including back-ordered items.
• Packing slips must contain the University purchase order number or indicate "Procard" and the user name.
• Please include an "attention" line on packing slip indicating who to direct the shipment to, as well as the room number and building.

Invoicing

• Invoices must reference the University purchase order number and BE SENT TO THE ADDRESS INDICATED ON THE PURCHASE ORDER. Credit card invoices should be directed to the name on the credit card, INCLUDING the room number and building used in the "ship to" address.
• Invoices must contain line item detail of the items purchased and the unit cost of each item.
• For time-based orders (leases, service/maintenance contracts, etc.), you must secure a new or amended purchase order number to cover invoices beyond the end date.
• When calling to inquire about payments, please have your University purchase order and your invoice number ready.
• Check and confirm that your "remit to" address is correct.
• Only ONE PURCHASE ORDER NUMBER PER INVOICE.

Price Quotes

• Prices quoted for one department must apply to all departments.
• Your quote MUST state the percent off list price and be in terms of UNIT price.
• Discounts must be taken off EACH LINE ITEM QUOTED, rather than off the bottom line.
• Quotes must be submitted in the same manner as your invoice.