The only Authorized buying methods for campus are an Official University Purchase Order (PO) from GrizMart or a University ProCard Number. The only exceptions to these buying methods are noted within these guidelines. In accordance with the Adminsitrative Rules of Montana, the payment method used for purchases of $5,000 and below should be the University ProCard, except for the State of Montana interagency purchases (ARM 2.5.603).
Although the items and services noted on this page are exempt from procurement requirements, if a vendor requires a purchase order or needs a contract signed by The University of Montana, you will need to request for a contract/purchase order in GrizMart through the normal requisition process. This includes vendors wanting their terms and conditions to be considered as part of our agreement or they do not accept the University’s terms and conditions.
Please visit Procurement References for other relevant procurement information.
1. Complete the following transactions on paper forms and forward to Accounts Payable for processing:
Travel Requests for Authorization to Travel
|UM Campus Catering/Entertainment/Meeting Expenses||Entertainment Approval Form|
Travel Expense Reports
|Costco Purchases||Costco Receipt Record Form|
|Athletics Split the Pot Transactions||STP Winner Form
|Employee Moving/Relocation Expenses||Relocation Expense Tax Form|
|Non-Employee Expense Reimbursement||Non-Employee Expense Reimbursement|
|Royalty Payments||Check Request Form|
|Referees & Officials|
|Legal services, expert witness or other services associated with litigation or regulatory proceedings approved or obtained by the University Legal Counsel|
|Honoraria fees for performing artists, speakers, lectures, musicians, writers and artists|
2. Comple the following transactions using the Direct Pay (DP) Form in GrizMart.
NEVER attach an invoice that is covered by a PO to a DP form for payment. If you receive an invoice covered by a PO, make sure the PO # is on the invoice (write it on the invoice if needed), mark it “OK to pay” with your signature, and forward it to the Accounts Payable Office for payment.
The following is not an exhaustive list, but is meant to provide guidance.
Call individual procurement officers with any questions, or to suggest changes or additions to this list.
* May be paid by Non-PO Payment regardless of the dollar amount.
** An After-the-Fact Purchase is when a University faculty or staff member makes a purchase without prior issuance of an approved PO or use of a ProCard.
Emma B. Lommasson Center
The University of Montana
Missoula, MT 59812