Purchasing 

Whenever possible, purchases should go through the Business Office. Always check with the Business Office first before making any out-of-pocket purchases. Reimbursements should always be the exception, not the norm. Reimbursements are not guaranteed. 

  • Non-IT Goods

  • Please submit your request to your Business Office contact. Include the following: 

    • Direct web link(s) to the items(s) you’d like to purchase 

    • The business need for the purchase 

    • The account you wish to charge. The most appropriate account will be selected for you if none is provided. 

  • IT-Related Goods (Computers, Software, Web Services, etc.)

  • Please visit https://lsit.ucdavis.edu to submit your request 

  • Gift Cards for Human Subjects

  • Please submit your request to your Business Office contact. Include the following: 

    • A copy of your IRB approval/exemption letter 

    • The number of gift cards and the amounts for each gift card 

    • The account you wish to charge. The most appropriate account will be selected for you if none is provided. 

    NOTE: Unused gift cards cannot be returned for a refund, so it is crucial that the correct number is ordered. The requester must be able to account for each gift card that is purchased by supplying written proof that the gift card has been received by the intended recipient. 

  • Services/Independent Contractors

  • A Purchase Agreement (PA) and/or a Purchase Order (PO) is required before an Independent Contractor (IC) may begin working on a project. Below is a list of items your Business Office contact will need to initiate the process. 

    • Name and contact information (email address, mailing address, and phone number) of the individual you’d like to hire 

    • Scope of Work (see https://supplychain.ucdavis.edu/procure-contract/biz-rev-contracts/scope-of-work for guidelines)

    • A written quote from the individual you’d like to hire 

    • A completed Independent Contractor Pre-Hire Information Form (Parts 2-4 only) https://supplychain.ucdavis.edu/sites/g/files/dgvnsk2181/files/inline-files/PreHireIndCont_0_0.pdf 

    • The account you wish to charge 

 

Non-Travel/Entertainment Expense Reimbursements 

Reimbursements should always be the exception, not the norm. In the rare cases where reimbursements cannot be avoided, please submit your request for reimbursement to your Business Office contact. Include the following: 

• Your receipt(s) showing method of payment 

• The business purpose for the expense 

• The account you wish the charge. The most appropriate account will be selected for you if none is provided 

• The completed Confirming Order Justification form if the amount exceeds $499.99, to be reviewed for approval by the Department Chair and the Dean