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It details checkout requirements for department PCards, including identification, funding pre-approval, reasonableness, restrictions on charging tax, and rules for business meals documentation and receipt handling. It also covers reimbursements when personal funds are used, requirements for purchases of $10,000 and over, inventory recording thresholds, fabricated equipment asset numbers, and a restricted PCard list updated 8/14/18.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/purchasing-guidelines-summary/304939/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/purchasing-guidelines-summary/304939.png","ImageObject",442,249,{"name":88,"@type":89},"Alex Sinclair","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-09-26","2026-09-19",true,{"@type":98,"interactionType":99,"userInteractionCount":9},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"How does Ushop purchasing work and when is Accounting Office review required?","Question",{"text":108,"@type":109},"Ushop is the University preferred method for purchases. Ushop requests are reviewed for final submission by the Accounting Office.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"What are the key rules when checking out and using a department PCard?",{"text":113,"@type":109},"Present your UCard when checking out the PCard and provide ID to the vendor. Identify the funding source with pre-approval, keep expenses reasonable, and do not charge tax to the PCard.",{"name":115,"@type":106,"acceptedAnswer":116},"What purchases are restricted and where can the restricted list be updated?",{"text":117,"@type":109},"All items listed as restricted are prohibited, including common violations such as HR advertisements, automobile expenses, controlled substances, employee incentives, fabricated/capital equipment, prizes and awards, live animals, personal purchases, student services, and travel categories. The list is updated 8/14/18 and references University rules governing restricted purchases.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},304939,1790384933,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":35,"category_name":36,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":73,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":76,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":9},1099523882182,"https://ap-avatar.wpscdn.com/davatar_6f874abed73319feea01a86fa6f0fab8","PURCHASING GUIDELINES  \nTravel -there are Travel Registration Request forms for University members and Visitors on the P&A Department internal website.  \nUshop is the University preferred method for purchases. Physics & Astronomy requires frequent shoppers to use Ushop. Ushop requests will be reviewed for final submission by the Accounting Office. To get set up, email [physicsaccounting@utah.edu](physicsaccounting@utah.edu) .  \nCheck-out a Department Pcard (University credit card)  \n*See Restricted Item list on next page  \n1) Must present UCard when checking out Pcard, and present to vendor for ID  \n2) Funding source must be identified and pre-approval is required  \n3) Expenses must be reasonable  \n4) Tax may not be charged to Pcard  \na. Use tax exempt friendly restaurants (we have a list, or call ahead)  \nb. If tax is charged  \ni. The person who checked out the card is responsible to get tax refunded  \nii. If vendor is not cooperative the person who checked out the card must reimburse the department with personal funds  \n5) Costco will accept Visa – and the department has a Costco Membership. Costco will not honor tax exemption on a personal Costco membership – but we do have a department membership card that may be checked out and used with the Pcard for tax exemption.  \n6) Meals require a Business Meal Documentation Form – see form on our internal website  \ni. Attendees must be listed – with role –(speaker, grad student, faculty, etc.)  \nii. A detailed business purpose must be provided  \niii. Detailed Original Receipt  \niv. Alcohol must be identified  \nReimbursements  \nUsing personal funds for university related business should be a last resort. Individuals are not tax exempt, and therefore it is unlawful to invoke the University tax exemption if personal funds are used. Tax will not be reimbursed when personal funds are used unless it can be verified that all department PCards have been checked out. Also, the use of personal funds puts the purchaser at risk of not being reimbursed if the account executive of the funding does not approve the purchase after the fact.  \nPurchases $10,000 and Over  \nPurchases (single or multiple items) to a single vendor must include 3 competitive bids or include a sole source request to be evaluated by the purchasing department. This process can take several weeks so start early. * **Splitting invoices or orders to avoid this process is a violation of University Policy and may result in disciplinary action.  \nFabricated Equipment – if your purchase is part of a fabricated equipment project, the asset number must be included with all purchase requests.  \nInventory – any single item costing $1,000- $4,999 . 99 must be recorded as inventory (this includes equipment, but also furniture and other items) .  \nPurchasing Card Restricted List  \nUpdated 8/14/18  \nThe cardholder is ultimately responsible for restricted purchases found within (1) University Rule 3-100D outlining PCard policy, (2) University Rule 3-100E governing University general purchasing restrictions, and (3) this comprehensive list. The individual funding source or department may add to restricted items within their policies.  \nAll items below are RESTRICTED.  \nCommon Violations in Yellow  \n􀀁 ADVERTISEMENTS FOR HUMAN RESOURCE RECRUITING —This includes staf and faculty positions —Must have HR PRN number attached to the invoice with PCard statement  \n􀀁 AUTOMOBILE EXPENSES —This includes employee parking on campus, parking fines, gas, and fuel  \n􀀁 CONSTRUCTION OR REMODELING  \n􀀁 CONTINUING EDUCATION AND COURSES AT THE U —Tuition costs should be paid through Scholarship Administration  \n􀀁 CONTROLLED SUBSTANCES —This includes DEA items, radioactive substances, gases, and ethyl alcohol  \n􀀁 EMPLOYEE INCENTIVES/BENEFITS  \n􀀁 FABRICATED AND CAPITAL EQUIPMENT  \n􀀁 G FTCARDS THATARE  MONETARY EQUIVALENT NT S —Visa, MasterCard , AMEX  \n􀀁 G FTS PRIZES ANDAWARDS —This includes Gift Certificates, Flowers, and Gift Cards — Please contact the PCard Dep","cbCailbQQ58Psc84","https://ap.wps.com/l/cbCailbQQ58Psc84","pdf",151336,"English","# Ushop and PCard checkout\n## Reimbursements and tax rules\n## Purchases $10,000 and over\n## Inventory and fabricated equipment\n## Purchasing Card restricted list","[{\"question\":\"How does Ushop purchasing work and when is Accounting Office review required?\",\"answer\":\"Ushop is the University preferred method for purchases. Ushop requests are reviewed for final submission by the Accounting Office.\"},{\"question\":\"What are the key rules when checking out and using a department PCard?\",\"answer\":\"Present your UCard when checking out the PCard and provide ID to the vendor. Identify the funding source with pre-approval, keep expenses reasonable, and do not charge tax to the PCard.\"},{\"question\":\"What purchases are restricted and where can the restricted list be updated?\",\"answer\":\"All items listed as restricted are prohibited, including common violations such as HR advertisements, automobile expenses, controlled substances, employee incentives, fabricated/capital equipment, prizes and awards, live animals, personal purchases, student services, and travel categories. The list is updated 8/14/18 and references University rules governing restricted purchases.\"}]","Purchasing Guidelines - Summary | PDF",1789819915]