Guidelines for Non-Purchase Order (non-PO) Payments - Updated 12/24/12

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 Administrative 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:

2. Complete the following transactions using the Non-PO Payment Form in GrizMart.

NEVER attach an invoice that is covered by a PO to a Non-PO Payment 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.

Non-PO Payment List

1. Advertising (newspapers, magazines, radio ads) - ads only not for hiring contractors to develop ads as this is a Contract Service*
2. Athletic events including team travel registration, training table and tournaments
3. Books, periodicals, subscriptions (excluding software), electronic publications of library materials, journals, course materials*
4. Collection and Audit fees
5. Commerical Transportation (Bus, Cab, Travel Agency)
6. Conference Registration; Licenses, Subscriptions, (excluding software); Memberships; Training and Conference space*
7. Credit Card/Web site per transaction billings
8. Drinking Water payments including rental
9. Freight Purchases from US Post Office, Federal Express, UPS*
10. Laundry Services/Dry Cleaning*
11. Meal Prep: Fresh Food and Veg.*( Dining Services/COT) (Not for meetings or entertainment)/ Dorm Activities
12. Medical/Dental Student Services
13. Pass thru payments: Griz Card, Dining Services, American Professor, Adams Center*
14. Pharmaceutical for Resale
15. Purchases from other Schools and Governmental Agencies (excluding MT State agencies- must use IUJ)*
16. Recruitment/Job Candidate Expenses (excluding meals-entertainment)
17. Reimbursements to UM Employees/Students for goods purchased at personal expense
18. UM Foundation re-payments
19. Utility payments: natural gas, electric, water, sewer, garbage, telecommunication including cell phone*
20. Vehicle fuel Payments
21. After-the-Fact Purchase <$5,000 (vendor does not accept ProCard)**

* 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.