You may purchase directly from the vendor for procurements less than $10,000. Payment should be made in accordance with Accounting Office guidelines.
However, if vendor issued contract, the contract must be submitted to purchasing for review and approval.
Submit a requisition to Purchasing. (Required if purchase is $10,000 or over, exceptions listed below).
You may purchase from another University department at any dollar amount. Pay by invoice-voucher or electronic voucher.
Agreements for Services can be used for contractual services with individuals. (This does not include temporary help or internal consultants — they must be hired through Human Resources). Agreements for $10,000 or over must be attached to a requisition and submitted to Purchasing for processing. Agreements must be in place and fully executed (including signature from Purchasing if $10,000 or more) before work is begun.
Current/Former employees contracting to provide services to the University as independent contractors who are:
are required to submit a conflict of interest form. Conflict of Interest forms may be obtained by contacting the Purchasing Department via email at ISUPurchasing@ilstu.edu and providing a brief statement regarding the potential conflict of interest.
New Procedures - As part of the assessment process, the department(s) contracting for the services to the university need to obtain the Dean/Director's approval from both the contracting department and the employing or formerly employing department. Conflict of Interest Procedure.
Departmental credit cards are available for purchases less than $10,000. Click here for additional information on the Departmental Credit Card program.
Travel Vouchers should be used to reimburse Illinois State employees for travel expenses, after travel has occurred. An original hard copy is still required for travel vouchers. Entry into the Colleague system will be done by the Comptroller's staff.
Air travel arrangements should be made through the University's designated travel agency.
Questions can be submitted to TravelServices@IllinoisState.edu or call (309) 438-5696.
Professional and Artistic service contracts $10,000 and over must be requisitioned through Purchasing. If $20,000 or over, additional state required procedures must be completed BEFORE services are performed.
Invoice-vouchers or electronic vouchers may be submitted to reimburse an Illinois State employee for approved purchases. The merchandise must be for University use, and must be registered with Property Control if it is equipment. The University will not reimburse for sales tax.
Purchases over $20,000 made through an IPHEC (Illinois Public Higher Education Cooperative) award do not require the usual multiple quote process, as they have already been competitively solicited and awarded through a state-approved process. Purchases made using an IPHEC award still require a requisition if above $10,000. See the IPHEC awards page to learn more about the offerings available and contact Purchasing for more information regarding the use of these awards.