The University has several different methods by which items for departmental or research use may be procured. Each method has its own set of guidelines and applicable policies. The information below can be used as a guide for how items can be purchased while being in compliance with University policies and procedures. If you are unsure of how to go about purchasing an item or contracting for goods or services, please contact your departmental administrator.
Shop Catalogs (Husky Buy)
This is the preferred method for purchasing research supplies, computers and peripherals, MRO supplies, office furniture, office supplies, and printed materials at University contract prices. Items are ordered directly through the University’s financial system, KFS, and KFS accounts are charged immediately. In addition, items are delivered expeditiously, and the University is able to easily return items and receive credits from suppliers.
A purchase order is an agreement between a vendor and the University to provide goods and/or services. The University currently maintains contracts with different vendors, which can be found below. When contracting with someone that is not an agreed upon vendor, additional information may be needed.
- Additional information can be found here: https://accountspayable.uconn.edu/payment-for-personal-services/
- Contracted vendors: https://purchasing.uconn.edu/university-of-connecticut-contracts/
Staff who have applied for and successfully completed ProCard training are eligible to utilize a UConn ProCard. The UConn ProCard is a University-administered credit card that can be used to purchase allowable items for which it may not be practical to use a purchase order or that are not available using Shop Catalogs or other purchasing methods. UConn should not be charged tax for ProCard purchases as we are a tax-exempt state organization. Purchases made using a ProCard are reallocated directly to KFS accounts on a monthly basis. Departments should ensure that they are retaining appropriate and correct receipts and maintaining the ProCard log consistent with the instructions on Purchasing’s website. Please visit this link for a list of allowable and prohibited items using the ProCard.
Subject Incentives allow faculty to receive advances for research-related projects. There may be instances where additional documentation is required to initiate this type of advance (i.e IRB form, and promissory note).
Out of Pocket Reimbursements/Disbursements to Vendors
Out of pocket reimbursements:
These types of payments are made to vendors and employees of the University.
- Travel: Any reimbursements involving University business travel requires a travel web form. Non-employees should be set up as vendors on an individual basis. For additional information please use the following links:
- Non-travel: In regards to employees, non-travel reimbursements should be for emergency purchases under $500, where the employee is unable to carry out any other purchasing method.
Disbursement to vendors:
- Direct payments to vendors should typically under $2,000, processed a Disbursement Voucher in KFS.
- Payment for services: https://accountspayable.uconn.edu/payment-for-personal-services/