GAP 200.135, Acquisition of Goods and Services Overview
- General
- Corporate Card
- Miscellaneous Reimbursement Form
- Accounts Payable Check Request
- Purchase Order
I. GENERAL
The below will assist in determining the best method for purchasing and paying for goods and services. Starting from the left, through the process of elimination determine the method that best fits the situation. Use the link for the method chosen in order to review the specific procedures. These procedures will detail the steps to take, and the approvals that are necessary.
II. CORPORATE CARD
Where appropriate and authorized for your department or facility.
Purchases of goods for less than $1,500.00
Payment for individual memberships and licenses.
Payment can not be for the following:
- Capital Equipment
- Payments to Individuals
- Leases and long-term rentals
- Animals
- Weapons and ammunition
- Controlled Substances
- Medical/Surgical supplies used in hospital or clinical patient care areas.
Reference:
GAP 200.024
Corporate Card Manual (pdf)
III. MISCELLANEOUS REIMBURSEMENT FORM
Reimbursement payments to Employees and Students.
If the Corporate card is not available, individual memberships & licenses are to be paid by the employee and reimbursed using the Miscellaneous Reimbursement Form.
Reference:
GAP 200.021
For payments to experimental subjects and blood donors use the Experimental Subject Payment Form.
IV. ACCOUNTS PAYABLE CHECK REQUEST
Can be used for the following:
- Architects
- Attorneys
- Auditors
- Awards
- Catering Services
- Conference Participants
- Contributions
- Employee Assistance Program
- Gifts
- Guest Speakers/Lecturers
- Honoraria
- Hotels
- Petty Cash / Change Fund / Research Fund
- Insurance
- Licenses/Certificates for the Corporation
- Musical or Theater Production Groups
- Musicians
- Payments to PDC
- Performing Artist
- Play Production Design
- Postage U.S. Postmaster
- Referees
- Royalties
- Settlement Payments
- Sponsored Programs Sub-Recipient Payments
- Subscription Renewals
- Taxes
- Tuition Assistance/ Grant
- Umpires
- All other payments for services where the total cost of the engagement is less than $2,500 unless payment is for services involving patient care, access to patient information, printing and design, a temporary staffing agency or construction.
Reference:
GAP 200.136
V. PURCHASE ORDER
For all purchases/payments that should not be paid via the corporate card, Miscellaneous Reimbursement Form, or an Accounts Payable Check Request; or for those departments who choose to use the Purchase Requisition or Buy@Duke cart and Purchase Order process: a purchase requisition or Buy@Duke cart is submitted to Procurement Services.
Procurement Services will issue a Purchase Order.
Per the Purchase Order, the invoice will be submitted to Accounts Payable, it will be paid against the Purchase Order.
Payments to consultants (other than the consultants specifically listed in the AP check request section) where the total project cost is in excess of $2500 must go through the Purchase Order process.
Reference:
Procurement Website