Procurement and Payment Methods

Iowa State University Procurement Services Department has identified certain procurements and expenditures that do not require a purchase order to 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.

Spend Category: SC10894 Advertising - Job Posting

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

Situation	How to make the purchase	Documentation Required
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
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

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 must be reviewed by the Office of Risk Management to ensure compliance with alcohol licensing requirements. For additional information, see https://www.policy.iastate.edu/policy/drugs and https://www.policy.iastate.edu/policy/foundation.

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

Spend Category for < $5,000: SC10486

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

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: SC10012 Royalty, Copyright Payments

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: SC10414 Resale/Cost of Goods Sold

Situation	How to make the purchase	Documentation Required
In all instances	Email request for Ad Hoc Payment to finance_delivery@iastate.edu	Documentation to show how the commission was calculated.

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.

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).

Spend Category: SC10920 Prizes & Gifts (Non-monetary items)

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: SC10921 Monetary Awards or Gift Cards

For Gift Cards, please visit Purchasing Gift Cards.
Controllers Department Additional Compensation/Payments for Faculty, Staff, Students
Knowledge Base Article for Paying an Individual with Glass Pay

Situation	How to make the purchase	Documentation Required
Purchasing a Gift Card	Visit Purchasing Gift Cards	Documentation required for each type of gift card can be found under the documentation required button on Purchasing Gift Cards
Less than $100	Email request for Ad Hoc Payment to finance_delivery@iastate.edu	Research Participant Receipt and Property Receipt Form
$100 - $5,000	Email request for payment to finance_delivery@iastate.edu	Conflict of Interest Form
Greater than $5,000	Email request for supplier invoice to finance_delivery@iastate.edu	Research Participant Receipt and Property Receipt Form Have Supplier/Payee Register in Workday
Awards for ISU employees for work related to their job must go through Payroll	Email request for One-Time Payment to hr_delivery@iastate.edu	Description of request, reason for request, amount, and Worktag

Spend Category: SC10098 Books/Publications/Magazines

Books may also be ordered through the University Book Store, from Amazon, or from Complete Books on cyBUY.

Situation	How to make the purchase	Documentation Required
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

Spend Category: SC10390 Telecommunications, SC10192 Telecommunications - Cellular Telephones

Situation	How to make the purchase	Documentation Required
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

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 at the ISU Bookstore through TechCyte.

Must be authorized through FP&M.

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).

Spend Category: SC10160

Must be procured through Chemistry Stores.

Spend Category: SC10363 Data Access Services

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

Situation	How to make the purchase	Documentation Required
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

Must be requested through Procurement Services (see wireless policy).

Spend Category: SC10240 Donations

Must have a clear business purpose(see the expenditure policy)

See also: Awards, Prizes & Recognition Acquiring Non-Cash items and Awards, Prizes & Recognition Paying Cash or Gift Card to Recipients

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.
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.
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.

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

Spend Category: SC10111 Entertainers/Entertainment Contracts

Knowledge Base Article for Paying an Individual with Glass Pay

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

Situation	How to make the purchase	Documentation Required
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 = $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Conflict of Interest Form
Over $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Have Supplier/Payee Register in Workday

Including: Table Rentals, Booth Rentals, Electrical/Data Connect Services, Catering, or Equipment Rental

Spend Category: SC10618 Rentals (without IDC) for long-term rentals, SC10172 Rentals (with IDC) for short-term rentals, SC10291 Catering

Situation	How to make the purchase	Documentation Required
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

Must be ordered through cyBUY or via a requisition, as these may require additional approvals and inventory tracking.

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

Spend Category: SC10827 Licenses and Permits, SC10277 Subscriptions/Memberships/Dues, SC10923 Filing Fees - Immigration Services

Situation	How to make the purchase	Documentation Required
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
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

Contact Procurement Services.

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

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

Spend Category: SC10153 Shipping/Freight Fees

Situation	How to make the purchase	Documentation Required
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

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.

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 must be completed. 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 must be completed.

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).

Spend Category: SC10919 Honoraria

Knowledge Base Article for Paying an Individual with Glass Pay

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.

Situation	How to make the purchase	Documention Required
Less than or = $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Conflict of Interest Form
Over $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Have Supplier/Payee Register in Workday

Spend Category: SC10103 Hospitality Expenses

Meals and refreshments for guests/interviewees/students (see Summary of Allowable Travel Expenses)

Situation	How to make the purchase	Documentation Required
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
Pay with personal funds	Enter an Expense in Workday (Knowledge Base Article) or email finance_delivery@iastate.edu	Itemized receipts with list of attendees

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

Spend Category: SC10923 Filing Fees - Immigration Services

Situation	How to make the purchase	Documentation Required
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.

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.

Must go through Transportation Services.

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

Spend Category: SC10277 Subscriptions/Memberships/Dues

Situation	How to make the purchase	Documentation Required
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 and does not accept P-Card	Email request for Ad Hoc Payment to finance_delivery@iastate.edu	Invoice or order form
Between $100 and $10,000 annually and does not accept P-Card	Email request for Supplier Invoice to finance_delivery@iastate.edu	Invoice or order form and Have Supplier/Payee Register in Workday
Over $10,000 annually	Complete Supplier Contract Request Form	Invoice or order form and Have Supplier/Payee Register in Workday

Spend Category: SC10121 Moving Services

Situation	How to make the purchase	Documentation Required
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.
After the move	Email request for reimbursement through Payroll to HR_delivery@iastate.edu	Agreement, quote, or order form

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.

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.

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.

Spend Category: Choose based on the type of expense

	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.

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

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

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.

Must be procured or requested through ISU Printing and Copy Services to meet Regents policy.

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.

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).

Spend Category: SC10088 Services - Misc., SC10922 Athletics - Officials

Knowledge Base Article for Paying an Individual with Glass Pay

Situation	How to make the purchase	Documentation Required
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)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 = $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Conflict of Interest Form
Over $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Have Supplier/Payee Register in Workday

Spend Category: SC10811 Refunds - Fees, SC10817 Refunds - Other, SC10818 Refunds - Athletic Tickets, SC10819 Refunds - Educational Activities

Situation	How to make the purchase	Documentation Required
In all instances	Email request for Ad Hoc Payment to finance_delivery@iastate.edu	None required

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

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: Choose based on the type of expense

Situation	How to make the purchase	Documentation Required
In all instances	Email request for Supplier Invoice to finance_delivery@iastate.edu	Receipt

Spend Category: SC10281 Reprints/Page Charges

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: SC10619 Participant Payments

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.

Situation	How to make the purchase	Documentation Required
Purchasing a Gift Card	Visit Purchasing Gift Cards	Documentation 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
If paying individuals Greater than or = $100	Email request for Supplier Invoice to finance_delivery@iastate.edu	Research Participant Receipt and Property Receipt Form

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.

Spend Category: Choose based on the type of expense

Situation	How to make the purchase	Documentation Required
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. Payment can only be made after work has been performed. Except in the case of Photography/videography, graphic design, and illustration services. (see ***note below).	Contact supplier and pay with P-Card	Invoice or order form
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

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. Payment can only be made after work has been performed. Except in the case of Photography/videography, graphic design, and illustration services. (see ***note below).

Contact supplier and pay with P-Card

Invoice or order form

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

***Due to the need to protect Iowa State University 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.

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.

Situation	How to make the purchase	Documentation Required
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
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.

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

Spend Category: SC10247 Speakers/Guest Speakers

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

Knowledge Base Article for Paying an Individual with Glass Pay

Situation	How to make the purchase	Documentation Required
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 = $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Conflict of Interest Form
Over $5,000	Email request for Non-Employee Honoraria to finance_delivery@iastate.edu	Have Supplier/Payee Register in Workday

Spend Category: SC10425 Sponsorship of Activities by ISU

Situation	How to make the purchase	Documentation Required
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

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,

Situation	How to make the purchase	Documentation Required
In all instances	Email request for a Supplier Invoice to finance_delivery@iastate.edu	Have Supplier/Payee Register in Workday

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

Spend Category: Choose based on the type of expense (Example: SC10486 Office Supplies for office supplies like pens, tape, etc.)

Situation	How to make the purchase	Documentation Required
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
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

Spend Category: SC10352 Technical Services

Situation	How to make the purchase	Documentation Required
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 complete the Contract Request Form on the Procurement Services website for ongoing services (year or more).	Agreement, quote, or order from.

	Situation	How to make the purchase	Documentation Required
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	Enter an Expense in Workday (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

	Situation	How to make the purchase	Documentation Required
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

Situation	How to make the purchase	Documentation Required
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-Card	Itemized 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
Supplier does not accept credit card payments.	Email request for Supplier Invoice to finance_delivery@iastate.edu	Itemized billing for each month being paid

Procurement and Payment Methods

Advertising/Job Announcements (Newspaper, Journal)

Alcoholic Beverages

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

Appliances (not for personal use)

Art Licensing Rights, Royalty, Copyright Payments

Art Sales (Through Workspace in the Memorial Union (Commissions))

Artwork

Automatic Electronic Defibrillators (AEDs)

Awards, Prizes & Recognition (Acquiring Non-Cash items)

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

Books, Publications, and Periodicals

Cell Phones/Internet

Computers, Laptops, iPads, Tablets, or Components to Assemble as a CPU

Construction Services, Repairs to Facilities, or all Modifications to Building

Controlled Substances

Cylinder Gases & Liquid Nitrogen

Data Access Services

Data Networking Equipment/Switches/Routers/Hubs/Wireless Access Points and any Device that plugs into the Data Network

Donations (Flowers, Gifts, Money)

Drones/Unmanned Aerial Vehicles (UAVs) Spend Category: SC10633 Unmanned Aerial Vehicles

Entertainers (ex: musicians, performers, comedians, DJ’s, vocalists/singers)

Event Charges and Fees

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

Fees (Academic Testing, Accreditations, Entrance Fees, Licenses (pesticide applicator, trailers, vehicles), Notary Public Fees, Periodicals, Publications, Subscriptions)

Fines and Penalties

Firearms/Weapons/Ammunition

Foreign Countries or Entities

Freight/Shipping Charges

Furniture/Furnishings

Gasoline/Fuel (Except as authorized by University Transportation Services)

Goods or Services from Conflict of Interest (COI) Suppliers

Honoraria

Hospitality

Immigration (Visa) Filing Fees

Leases/Lease-Purchases/Rentals

Licenses for Vehicles/Trailers

Legal Fees & Services

Memberships/Dues for Professional Organizations

Moving Expenses

Office Supplies

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

Personal Use Items

Petty Cash

Pharmaceuticals or Drugs

Photocopiers and Photocopier Supplies

Prepayments

Printing/Photocopying/Business Cards/Letterhead

Professional Services

Radioactive Materials/Hazardous Materials

Referees/Judges

Refunds

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

Reimbursements to County Extension Offices

Reprints or Page Charges

Research/Survey Participants

Routine Services

Software

Speaker/Guest Speaker

Sponsorship (Support of conference or organization)

Internship Stipends

Stipends

Supplies/Incidental Purchases

Technical Services

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

Trade of ISU Property

Travel - Employees

Travel - Non-Employees

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