Vendors Exempt from Purchase Orders

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Updated

These exemptions only apply to purchases less than $10,000

Types of Purchases that do not always require a PO:

  • Purchases made by Credit card (Expense Report is Required); Credit card (corporate or other) always require an expense report to be filed. Purchases are subject to the availability of funds and budget.
  • Internal Invoices (Follow the internal invoice procedure)
  • Purchases from Vendors that are specifically exempted for purchases less than $10,000 - see below

Note that if you choose not to do a PO, the SRS or cost center approver must be knowledgeable of their budget availability and are responsible for that monitoring independent of the grant manager. Expenditures that are in excess of cost center budget availability will be charged to the SRS start-up or strategic reserve funds. The Cost center owner (administrative official or SRS) bears responsibility for monitoring purchasing and controlling expenses.

The following vendors have been determined to meet Bigelow's requirements for competitiveness, transparency, and lowest cost purchasing options. For these vendors only, a Purchase Order is optional (not required) for expenses for micro purchases less than $10,000.

**** If multiple projects are meant to bill to a single invoice (order) please specify list the project numbers and percentages if space is available; alternatively, please insert the name of the person placing the order. The business office will contact that person to get information on how to allocate the charges when the invoice is received. You can also do a PO beforehand and specify the PO on the invoice that contains the allocation of charges to a given set of projects.

Vendors:

Notes:

Utility/Facility Vendors (Electric, Water, Repairs & Maintenance, etc.)

No PO Required. Costs will be billed to facilities cost pool unless specifically noted on the invoice.

VWR

Purchaser insert the Project Number or PO number in the "PO box" so the business office knows how to allocate the charge. It must not be blank.

Thermo Fisher Scientific (includes Thermo Scientific, Applied Biosystems, invitrogen, Fisher Scientific and Unity Lab Services)

Purchaser insert the Project Number or PO number in the "PO box" so the business office knows how to allocate the charge. It must not be blank.

Amazon Capital

Purchaser insert the Project Number or PO number in the "Project code" box so the business office knows how to allocate the charge. It must not be blank.

MaineOxy

Use this form to place orders: Maine Oxy Order Form - Google Forms.

Shredding On-site

No PO Required. Costs will be billed to business cost pool unless specifically noted on the invoice.

Business system vendors (Blackbaud, Oracle, etc.)

Contractual systems associated with the business office or development; selection done through formal RFP processes.

Prime Awardees

Payments are based on contracts or sub-awards. Invoices should be submitted through the Bigelow Grants Administrator and the PI.

Internal service Funds (Cores)

Purchasing will follow the internal Billing process.

Benefits Providers and insurance

Payments are based on contracts and best-price/value RFPs run through our insurance broker.

Annual Audit and certain legal costs

Payments are based on contracts in place; unique knowledge or other RFPs processes.

Fedex, USPS

Provide project number to charge on the invoice so the business office can allocate charges efficiently.

Non-Employee Reimbursements

Enter reimbursement request directly through Bill process where approval and project coding will be captured.

A list of vendor account numbers can be found HERE.

Still need help? Submit a ticket.

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Purchasing Policy

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