Purchasing methods vary by products/services and our Procurement Administration section aims to provide clarity on the requirements, controls, and contracting (purchase agreement) needed.
Procurement Administration (Ways to Purchase)
The UMass Bank Card program is available to offer a payment method for those Contractors (suppliers) that do not accept a Purchase Order, a mechanism for emergency purchases, and a payment method in lieu of employee travel reimbursement.
All purchases made using a Bank Card must be in compliance with University of Massachusetts Policies, Standards, and Procedures, including these Standards and the University of Massachusetts Bank Card Use Standards.
Please visit the Bank Card Program page for more information.
“Direct Payments” are to be used only for approved purchases where UPST has determined that the transaction does not warrant the issuance of a Purchase Order. Direct Payment is not to be used as a method to pay an invoice for goods or services after the fact when a Purchase Order should have been issued.
All purchases made using a Direct Payment must be in compliance with University of Massachusetts Policies, Standards and Procedures, including this Standard.
View the Categories for the use of Direct Payment
A Purchase Order (PO) is required for procurement of any Goods and/or Services that are ineligible for Direct Payment. Requisitions for Purchase Orders are created by the Department and must be approved by an individual in the Department who has Expenditure Authority. Note that POs for certain goods and services require additional approvals. For a full list of approval requirements, see Additional Requirements for Certain Goods and/or Services below. Once the requisition is approved, UPST issues the related PO.
Purchase Orders for certain Goods and/or Services require additional approvals set forth in Table 2. Once the requisition is approved, UPST issues the related Purchase Order. All University Purchase Orders are issued by UPST.
The issuance of a “Blanket” Purchase Order does not override any other requirements in these Standards.
View Additional Requirements for Certain Goods and Services
In addition to the requirements set forth in Requisitions and Purchase Orders, any procurement of Goods and/or Services, regardless of Cost, that meets any of the criteria listed below always requires a Purchase Agreement. The applicable University standard Purchase Agreement form shall be used whenever possible when a Purchase Agreement is required. Whenever the governing Purchase Agreement is a Commonwealth of Massachusetts, Operational Services Division or other approved consortia agreement, the related purchase order shall reference such agreement.
- Procurements involving maintaining, disclosing, transmitting, accessing, using, or storing information defined as Private, Restricted or Confidential data in T97-010 Policy Statement on Data Security, Electronic Mail, And Computer Policy Development require a Purchase Agreement with sufficient language that specifies the obligations of the Contractor for safeguarding personal information (“PI”) or protected health information (“PHI”) from unauthorized disclosure or use.
- Procurements of software, software development or Software as a Service (“SaaS”) or any software or Service which would include access to University networks.
- Procurements in which the Contractor is performing design, engineering, consulting and construction work, including but not limited to work governed by M.G.L. c.149, M.G.L. c.30 § 39M and M.G.L c.7C.
- Procurements in which the Contractor is performing hazardous work, dangerous or security-related activities, or may have access to sensitive areas or sensitive information.
- Procurements of any hazardous material or radioactive materials, or radioactive medical supplies.
- Purchase Agreements implicating the University’s trademarks, copyrights, or intellectual property.
- Procurements in which the Contractor will receive payments on behalf of the University of Massachusetts and will have access to Payment Card Industry Data (“PCI”), any data associated with a credit card or card holder’s account.
- Procurements of Services with a cost greater than $50,000 per fiscal year.
Additional approvals may be required for requisitions of certain Goods and/or Services that are subject to other Board of Trustee policies or designated by a Campus or UPST. Additional approvals that are not configured in BuyWays shall be complied with prior to or at the submission of a requisition. The absence of a configured approval in BuyWays does not absolve the Department requesting a good or service from the requirement to comply with Policy or campus requirements.
View the Additional Requirements for Certain Goods and/or Services
Campuses must notify the Senior Vice President for Administration & Finance and Treasurer, or designee when entering into a Purchase Agreement for consulting services greater than or equal to $300,000.00 in value.
“Real Property” shall include, but may not be limited to land, buildings, air rights, water rights, and mineral rights owned by the University and is the property of the Commonwealth of Massachusetts which has been entrusted to the University for stewardship. All procurement transactions related to Real Property must comply with the Capital Planning, Land, and Facilities Use Policy (T93-122, as amended).
Procurements involving Real Property always require a Real Property Agreement, and must comply with the Capital Planning, Land, and Facilities Use Policy (T93-122, as amended).