Purchasing Methods Guide

	A	B	C	D	E	F
1
2	Commodity (Description of Goods or Services)	Buying Tool(s)	Authorized Buyer	Additional Approving Department	Policy Reference and Information
3	DO NOT process Disbursement Vouchers (DVs) for the commodities listed below unless otherwise stated.
4	*UC Fair Wage/Fair Work (FW/FW) and SB 854 Prevailing Wage (PW) impact services, making it a high value request. Please plan accordingly when acquiring services.

5	Airfare	CTS Account, Corporate Card or Personal Funds o Reimbursement through TR			UC Travel Regulations	UCI Travel and Transportation
6	Above-ground and underground storage tanks for hazardous materials, hazardous waste, and petroleum products	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
7	Abstracts	PALCard	Department
8	Advertising, including employment ads (internet e.g. Google, Craigslist, periodicals, and radio)	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
9	Alarm systems and services*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
10	Animals	UCIBuy+ Non-Catalog Purchasing Request Form	ULAR
11	Appliances for non-housing areas	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
12	Appliances for housing areas only	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
13	Artwork, décor, frames, framing, and plants for public or reception areas only	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
14	Asbestos-containing materials	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
15	Athletic supplies and apparel	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
16	Audio visual equipment, including carts (purchase)	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
17	Audio visual equipment, including carts (rental)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
18	Auctions, internet (eBay, uBid, eBid, etc.)	Restricted			Contact Procurement Services (PALCard@uci.edu)
19	Autoclaves	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
20	Automatic External Defibrillator (AED)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
21	Awards - perpetual (award remains University property)	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
22	Awards given to individuals, employees, non-employees or students (award is their personal property)	Corporate Card (event and non-event) o Reimbursement through ENT Or personal funds o Reimbursement through DV			G-41,700-13,G-42
23	Banners and flags	PALCard	Department
24	Barbecue grills – gas and electric only	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department		Fire Prevention Policy 6.7.2.1
25	Billing services, non-patient care	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
26	Billing Services, patient care	Contact Risk Management
27	Biological safety cabinets	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
28	Bookcases and shelving	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
29	Bottled water – bulk or single serving bottles	PALCard	Department
30	Butane	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
31	Cable and pay-television installation services*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
32	Canopies and tents – purchase or rental	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
33	Canopy hoods, stationary/portable extractor systems (arm and nozzle)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
34	Canvas for tents or floor covering	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
35	Carcinogenic chemicals (regulated)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	Regulated Carcinogens
36	Carpets, rugs and floor coverings	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
37	Carpet cleaning service, equipment and supplies*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
38	Cascade systems (six packs) or tube trailers for compressed Gases	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
39	Caterers and Catering Services	Hospitality and Dining Services	Hospitality and Dining Services		Email food@uci.edu
40	Cell phones, service and data	PALCard	Department		https://procurement.uci.edu/palcard/specialty-palcard-purchases.php#cell-phone-policy
41	Chemical Vapor Deposition (CVD) reaction chambers or reactors, and Metal Organic Chemical Vapor Deposition (MOCVD) systems	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
42	Cleaning chemicals (except bleach or for carpet)	UCIBuy+ Catalog PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
43	Cleaning equipment (vacuum cleaner, broom, mop, etc.)	UCIBuy+ Catalog PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
44	Coffee service and supplies for official UCI business (not for employee personal use)	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
45	Compressed gases (carbon dioxide, helium, nitrogen, etc.)	UCIBuy+ Catalog PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
46	Computer hardware and peripherals	UCIBuy+ Catalog PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
47	Computer software or services (IT)	UCIBuy+ Catalog UCIBuy+ Non-Catalog Purchasing Request Form (If a contract is required) PALCard	Department		Software Procurement Process	IT Accessibility Information Security & Privacy
48	Conference call services	PALCard	Department
49	Confined space entry equipment – body harness, tripod, winch, air monitoring equipment (e.g. oxygen/VOC/multi- gas, LEL/flammable gas detector)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	Confined Space Management Program
50	Construction services*	Facilities Management			Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
51	Consultant agreement or non-employment contract services*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
52	Controlled substances including precursor chemicals (i.e. narcotics and other drugs)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	Controlled Substances Including Precursor Chemicals; DEA drug schedules, II-V
53	Cryostats	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
54	DEA (Drug Enforcement Agency) license and renewal	PALCard	Department
55	Design services – web, logo, publications, etc.*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
56	Donation or sponsorship of a profit or non-profit organization, program, etc.	Payment through DV— reason code Q (Disbursement Voucher)
57	Donor cultivation and promotional supplies for fundraising - licensed vendors only	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department		UCI Trademarks
58	Draperies and drapery cleaning*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
59	Drones – UAV or UAS (Unmanned Aerial Vehicles or Unmanned Aerial Systems)	UCIBuy+ Non-Catalog Purchasing Request Form PALCard	Procurement Services Department		Email: Dronesafety@uci.edu
60	Dry Cleaning Services (Only for dry cleaning services, no laundry services) Laundry services are covered services and cannot be processed on PALCard or PO without prior approval from Worforce Relations	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services Department	WorkForce Relations	https://procurement.uci.edu/contracts/contracting-for-covered-services.php
61	Dust or gas masks, and respiratory equipment	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	Respiratory Protection
62	Employee morale building and entertainment-related expenses for UCI employees including party supplies/decorations, activity supplies, gifts, gift cards and food items.	Corporate Card (event and non-event) o Reimbursement through ENT Or personal funds o Reimbursement through DV
63	Engraving services on awards or items gifted to individuals, employees, non-employees or students	Corporate Card (event and non-event) o Reimbursement through ENT Or personal funds o Reimbursement through DV			G-41,G-42
64	Equipment emitting any air pollutant (combustion sources – boilers, furnaces, heaters, incinerators, kilns)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
65	Equipment with internal combustion engine using gasoline, diesel, propane or liquefied petroleum (LPG), including but not limited to: fork lift, generator, landscaping equipment, loader, mower, tractor, trencher, and wood chipper (excluding automobiles)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
66	Equipment lease or rental	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
67	Equipment moving services	Facilities Management
68	Ergonomic equipment – keyboard tray/platform, adjustable workstation, arm/stand for monitor, etc.	UCIBuy+ Non-Catalog Purchasing Request Form UCIBuy+ Catalog	Procurement Services Department		EH&S Pre-Approved Ergonomic items available in UCIBuy+ Furniture Category -> Ergo Favorites Catalog
69	Ethyl alcohol (ethanol), tax- free	Transportation and Distribution Services			How to Order Tax-Free Ethyl Alcohol
70	Exhibit booth fees at conventions and trade shows	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
71	Explosives and blasting materials	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
72	Extended warranties	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
73	Extermination services*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
74	Facility repairs or renovations – carpentry, electrical, painting, plumbing, etc.*	Facilities Management			Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
75	Fall protection equipment – safety belts, safety ropes or harnesses, scaffolds, platforms, window cleaning safety devices, ladders, hoist and descent control devices	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	Cal/OSHA –Fall Protection for the Construction Industry
76	Firearms and ammunition, including prop replica and blank Guns	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	UCI Police Department
77	Flowers – sympathy or gift	Corporate Card (event and non-event) o Reimbursement through ENT Or personal funds o Reimbursement through DV			G-41
78	Flowers – decoration for UCI-approved events	Pre-approval required from PALCard@uci.edu After approval, use: o PALCard o UCIBuy+ Non-Catalog Purchasing Request Form	Department
79	Food, snacks or beverages for official UCI business meetings	UCI-approved caterer and direct payment through ENT (Entertainment Reimbursement) Corporate Card or personal credit card, and Reimbursement through ENT
80	Food for childcare service locations	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
81	Freezer program, in-house	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
82	Freight service, shipping or relocation of equipment, exhibitions, etc.	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
83	Fume hoods/fume extraction devices, ducted/ductless fume hoods and laminar flow hoods	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
84	Fume hood certification - only UCOP contracted vendor o Technical Safety Services	PALCard	Department
85	Fume hood certification - all other companies not listed above	UCIBuy+ Non-Catalog Purchasing Request Form	Department		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
86	Furniture purchase (New) – any type including chairs, couches, desks, tables, cabinets, etc.	UCIBuy+ Catalog - Ergo Items UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services
87	Furniture purchase (Pre-Owned) – any type including chairs, couches, desks, tables, cabinets, etc.	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		How to purchase pre-owned furniture.
88	Furniture rental – non-fabric chairs, tables and umbrellas	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department		Facilities Management is required to set up for events located on campus. Article 5 of the University Collective Bargaining Agreement and Regents Policy 5402: Regents Policy Generally Prohibiting Contracting for Services.
89	Furniture rental – fabric or upholstered chairs, etc.	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Facilities Management is required to set up for events located on campus. Article 5 of the University Collective Bargaining Agreement and Regents Policy 5402: Regents Policy Generally Prohibiting Contracting for Services.
90	Gifts or gift-related items for employees, non-employees or students for any occasion, including retirement, bereavement or employee recognition. Items include, but are not limited to: flowers/plants, gift cards, plaques, UCI- logo attire, gift wrap and paper/packaging supplies etc.	Corporate Card (event and non-event) o Reimbursement through ENT Or personal funds o Reimbursement through DV			G-41,G-42
91	Hazardous chemicals and materials (as identified by UNSPSC)	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services	EH&S	707-10, Section L
92	Hotel and lodging	CTS Account, Corporate Card or Personal Funds o Reimbursement through TR			UC Travel Regulations	UCI Travel and Transportation
93	HVAC equipment and services (heating, ventilating and air conditioning)*	Facilities Management			Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
94	Installations of furniture or equipment*	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services		Check to see if Fair Wage/Fair Work	or Prevailing Wage apply.
95	Insurance	Consult with Risk Management
96	International purchases that do not have to be routed through U.S. Customs	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
97	Janitorial services	Facilities Management
98	Janitorial supplies	UCIBuy+ Catalog PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
99	Kitchen supplies and equipment for general use by department staff in a break area, when allowed by policy or with Dean’s approval (coffee pots, microwaves and refrigerators). Buy ENERGY STAR when available.	PALCard UCIBuy+ Non-Catalog Purchasing Request Form	Department
100	Kitchen equipment/appliances not used by department staff in a break area	UCIBuy+ Non-Catalog Purchasing Request Form	Procurement Services