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:
Request and Authorization to Travel/Travel Expense Report
|Costco Purchases||Costco Receipt Record Form|
|Athletics Split the Pot Transactions||STP Winner Form|
|Employee Moving/Relocation Expenses||Relocation Expense Tax Form|
|Royalty Payments & Refunds||Check Request Form|
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 any Procure 2 Pay staff member with any questions, or to suggest changes or additions to this list.
** 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.
NOTE 2: If your proposed Honorarium does NOT meet the following definition, it must be a Contract Service:
A payment given to a professional person for services for which fees are not legally or traditionally required. To the university that means a payment made to an individual for a presentation-oriented and or an invitational event that is short in duration (i.e. a lecture, talk or address) which does not require any terms or conditions.
Emma B. Lommasson Center
The University of Montana
Missoula, MT 59812