BuyUSI Policies and Procedures

Utilizing BuyUSI:

Invoices should be issued AFTER the Purchase Order has been placed.

Departments should not ask for an invoice in advance of receiving goods or services.

• All orders over $500 must use BuyUSI
  • If a vendor does not accept PO’s, then contact Procurement

• All office supplies must be ordered via Guy Brown.
  • If emergency need, then the USI Campus Store should be used
  • If unable to locate in Campus Store, then contact Procurement

• All IT hardware and software, including IT supplies, must be ordered via BuyUSI and will be approved by USI IT Department for standardization before the purchase order is issued. 

• All printing and publishing orders, i.e. fliers, letters, tickets, etc., must be ordered via BuyUSI and will be approved by USI Printing/PUB Department for standardization before the purchase order is issued. 

• All construction and furniture orders will be ordered in BuyUSI 

• Any order that a catalog vendor exists, must go through Buy USI.   

• Quote Thresholds:

Catalog Orders (punch-out catalogs):

$24,999.99 and under:
A quote is not required

$25,000 and over:
Requires three quotes or a sole source / single source form

Non-Catalog vendor purchases (those using a Banner vendor):

$24,999.99 and under:
Requires one quote

$25,000 and over:
Requires three quotes or a sole source / single source form

Federally Funded Orders over $10,000:

Requires three quotes

Renovation/Construction Orders (Effective July 1, 2021):

$49,999.99 and under:
Requires one quote

$50,000 and over:
Requires three quotes or a sole source / single source form

Invoices Received without Procurement Purchase Order (USI approved vendors):

Invoices received without a valid Procurement Purchase order in BuyUSI and referenced on the Invoice  (USI Procurement approved vendors) will be handled as follows:

Procurement will monitor vendor compliance and disseminate notices to said offenders and notify Accounts Payable.

• 1^st offense:

The vendor will be called and informed that the invoice will not be processed until a Purchase Order is issued.  The PO number should be listed on the invoice. The offending department is also contacted and notified that the policy has been violated.

• Vendor should contact the department/person that placed the order to obtain a purchase order from USI Procurement Services.
  
  
• Once the vendor has obtained a purchase order and re-invoices, the invoice will be paid. 

Invoices Received without Procurement Purchase Order (NON-USI approved vendors):

• Department should return item(s) when possible 

• If unable to return, the individual who placed the order is responsible for payment to the vendor.

Any questions concerning this process should be addressed to Jeff Sponn, Interim Director of Procurement Services, via email or at ext. 1982.