Ordering from Campus Departments

3:040 Ordering from Campus Departments

Adopted Date: February 2012

Revised Date: 

Responsible Offices:

Policy Statement

Purchase transactions between University departments are accomplished through the use of the appropriate forms and processes, as identified below.

Each department that provides goods/services to other campus departments should establish policies/procedures for processing orders. To order from another University unit, ordering departments should use an Internal Service Order Form or Outlook Internal Order Form (see below for use and instructions) is now in the Outlook forms library, except where the goods/service provider has established its own order form/process.

The unit providing the goods/services will record the transaction in PeopleSoft, usually on an Internal Service Entry ( 2:190 ) or through a feeder system ( 2:140 ). For forms, see UM System Web site.

Procedures

Instructions for using the Outlook Template – UMC Accounting Internal Order Form

  • To access the form, in Outlook, choose File, New, Choose Form, Organizational Forms Library, UMC Accounting Internal Order Form. If you are at the main Outlook menu, you can click on the down arrow to the right of the New menu option.
  • Users will need to fill in the To: field when they use the form.
  • Departments that receive multiple IOF’s and plan to use feeds for this process should either:
    • Establish a special Outlook address for the form to be received.
    • Designate one or more individuals who are authorized to receive these orders.
  • Communicate the addressing information to your customers.
  • You must “forward” the form to retain the information already entered and/or to add to it. If you reply, you lose what is in the form.

University Bookstore, Health Sciences Book Store, TigerTech

University Stores (including the University Bookstore, Health Sciences Book Store, TigerTech) has the authority to purchase certain goods without prior consent by Procurement/Materials Management and, when necessary, the director of University Stores may purchase these items for resale to individuals without taking competitive bids.

Students, faculty, staff, alumni, family members, and the general public may purchase products from the University stores, provided personal funds are used.

University Stores

The University Bookstore, Health Sciences Book Store, and TigerTech sell items that assist students in their study or leisure.

Departmental Purchases

University departmental purchases from the University Bookstore (882-7611), Student Center, the Health Sciences Book Store (882-9911), Blair Hall, and TigerTech (882-2131), Student Center, are limited to small dollar and emergency purchases of items that are not available through term contracts issued by Procurement/Materials Management.

Departments must use a Book Store Requisition (UM 81) to purchase items from the University Bookstore, Health Sciences Book Store or TigerTech.

  • Effective April 1, 1992, single purchases from the University Bookstore, Health Sciences Book Store and TigerTech must not exceed $1,000 unless the items purchased have been approved and acquired through Procurement/Materials Management.
  • No requests for furniture will be honored by University Stores, unless otherwise authorized by Procurement/Materials Management. Furniture must be acquired through Procurement/Materials Management.
  • Departments are prohibited from splitting or stringing purchases from the University Stores.

TigerTech

In 1983 the Board of Curators established a policy for the enhancement of computer awareness, literacy and use [Collected Rules & Regulations Section 80.040 ]. As part of that policy members of the University community are permitted to use their personal funds to purchase microcomputers and associated software through TigerTech under contracts established by Procurement/Materials Management which provide substantial savings to the individual.

TigerTech (882-2131), Student Center, is the MU campus reseller to provide computers and related equipment and software for sale to faculty, staff, students and University departments.

Departmental Purchases

Any computer or peripheral equipment and associated software that has been offered for sale to the University community under Procurement/Materials Management contractual arrangements with various computer companies may be purchased by departments without prior approval form Procurement/Materials Management. All such purchases are made on a University Book Stores Requisition (UM 81).

NOTE: The $1,000 single to purchase limitation does not apply to computer hardware, peripheral equipment and associated software when the purchases are made against a contract established by Procurement/Materials Management.

Book Stores Requisition

Departments must use a Book Stores Requisition (UM 81) to purchase items from the University Bookstore, Health Sciences Book Store or the TigerTech.

NOTE: Petty Cash may not be used for purchases from University Bookstore, Health Sciences Bookstore or TigerTech.

  • The Book Stores Requisition should be completed (including description) before sending or taking it to the store. The requisition must be signed by a person authorized to sign on the account(s) to be charged and must clearly indicate which items are to be charged to each account on split-funded requisitions.
  • Retain the blue memo copy if you send the Book Stores Requisition to the store. The pink copy will be assigned a reference number and will be returned to you when your order is delivered. The blue copy should then be destroyed.
  • If an item is out of stock, the store will line through that item and fill the rest of the order. The store will prepare another requisition for the out-of-stock item, referencing the original requisition number, and will deliver the item when available.

NOTE: You must show a valid University I.D. to pick up material listed on a Book Stores Requisition. A Can Do Crew badge or hospital I.D. tag does not constitute a valid University I.D.

Procedure for Completing the Form

Complete items 1-8 before taking or sending the form to the University Bookstore, Health Sciences Book Store or the TigerTech. The following numbering scheme relates to the circled numbers placed in the blocks of the sample Book Store Requisition.

  1. Date requisition is originated.
  2. Name of department to be charged.
  3. Name of account to be charged.
  4. Building and room number of department to be charged.
  5. Eleven-digit account number to be charged.
  6. Quantity to be purchased.
  7. Name of item(s) to be purchased.
  8. Signature of person authorized to sign for account charged.
  9. Bookstore Completes.
  10. Bookstore Completes.
  11. Bookstore Completes.
  12. Bookstore Completes.
  13. Bookstore Completes.
  14. Bookstore Completes.
  15. Bookstore Completes.
  16. Signed by the person receiving the goods, at the time of receipt. The receiver will also provide identification number with signature.
  17. Assigned by Accounting/Bookstore.
  18. Not used at this time.
  19. Requisition number on which a returned item was originally purchased.

Digiprint Centers

(formerly Quick Copy)

Digiprint Centers are operated by MU Printing Services. The Centers are located at several locations on campus and provide photocopying and digital printing services.

Location of Digiprint Centers

There are two Digiprint Centers on the MU campus and one at the main facility at 2800 Maguire Blvd.

  • 2800 Maguire Blvd (Main Printing Facility): 882-5948
  • MU Student Center Digiprint Center: 882-2230
  • Ellis Library Digiprint Center: 882-7262

Services

In addition to making copies from your originals, the Digiprint Centers can also output digital prints of your document from the Digiprint Web Site. The instructions are easy to follow. You submit your file to us on-line, we print it out, then call you for either customer pick-up or deliver it to your office, whichever you prefer.

Digiprint Center Services

Our Digiprint Centers offer the following services: labels, recycled white bond, colored paper, transparencies, collating, stapling, and digital printing. Also quick access to color printing, and large format printing, mounting, and laminating. Large format jobs are produced at the Maguire Digiprint Center.

Fax Service

MU Student Center Digiprint Center (882-2230) offers fax service.

Copyrighted Material

Printing Services is not permitted to reproduce copyrighted material without written permission from the publisher. Acknowledging the source of copyrighted material is not a substitute for obtaining written permission.

Catering

Detailed information on policies and procedures may be viewed online University Club

All food and refreshments served in the Memorial Union must be purchased through University Catering unless prior approval is obtained from University Catering at 882-2188 or 882-9048. University Catering also offers complete catering services at other locations on and off campus for both University and Non-University events.

Informational Brochure

The University Catering brochure lists menus, pricing and guidelines on ordering service. For information or a copy of the brochure, call University Catering at 882- 9048 or 882-2188. The menu brochure may also be viewed online at University Catering .

Procedure for Placing Catering Orders

Room reservations should be confirmed before contacting the University Catering representative. Make all set-up and menu arrangements at least seven business days prior to the event (14 business days prior to an event where 200 more will be served). University Catering will do its best to accommodate groups that are unable to book with the required notice period.

Menu Selection and Type of Service

Contact University Catering (882-2188 or 882-9048), N229 Memorial Union, to place catering orders. The following information will be requested:

  • Date and time of the event.
  • Location of event
  • Number of people to attend the event.
  • University MO Code and Account Codes or alternate method of payment
  • Type of service desired and menu selection

NOTE: Alcoholic beverages are not sold. To serve alcoholic beverages at an event, see 1:080 Use of Alcoholic Beverages on University Property.

Guarantees

Call the University Catering Sales representative with a guaranteed number of guests no less than four business days in advance of the event date.

  • All catering orders changed less than four business days before an event may be assessed a modification charge.
  • Please view all other guarantee details online at http://uclub.missouri.edu/home/.

Cancellations

Please view the cancellation policies and procedures online at http://uclub.missouri.edu/home/

Billing

University Catering reserves the right to refuse catering orders placed by departments, organizations or individuals with accounts over 30 days past due.

University Departments

Payment is to be made by University MoCode. The MoCode is given at the time the event is booked with the University Catering Sales Department. After the event is over, University Catering will provide a final invoice to the department for review.

The charges shown on the final invoice will be uploaded into the University’s Accounting System, within 2 days of the receipt of the invoice, where it will be charged to the appropriate departmental account. It is the responsibility of the department to go into the JE and record in the box marked.other comments’ the information required by the University:

  • Purpose of the event.
  • Number of people attending (names of individuals if 10 of less, or name of the University organization).
  • Date of the event.

Non-University Departments

The Billing Office will issue an invoice.

  • Return the invoice with payment to the University Catering Fiscal Office, 107 Reynolds Alumni Center, Columbia , Missouri 65211 .

NOTE: If catering services are to be provided for a tax exempt organization, a current statement from the Missouri Department of Revenue verifying tax exempt status must be submitted to N229 Memorial Union prior to the event.

Questions About Billing

For answers to questions regarding the billing of a function, contact the University Catering Fiscal Office (882-3709).