Welcome to the IGB Purchasing webpage. This page provides guidance and resources for purchasing goods and services in support of IGB operations, research, and business activities.
Our goal is to help faculty and staff complete purchases efficiently, accurately, and in compliance with University policies and procedures.
Preferred Purchasing Method: iBuy
The University of Illinois System’s preferred purchasing method is iBuy, the online marketplace for purchasing goods and services.
- Why use iBuy?
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- Simplifies the purchasing process
- Provides access to approved suppliers
- Helps reduce costs
- Supports University purchasing requirements
- Provides documentation and visibility throughout the purchasing process
There are two (2) purchase types in iBuy.
- Catalog (Punchout)
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Catalog or “Punchout” vendors are vendors who have a special agreement with the University to “showcase” their catalog items with contractual pricing. These vendors are all listed in iBuy under the Showcase header. In most cases, a quote is not necessary. For any items not listed in their catalog, you will need a quote.
- Non-Catalog
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For non-catalog items, you need to obtain a quote. These purchases must be made, utilizing the Purchasing Request Form (PRF) and attaching the quote. For IPHEC and Bulletin awarded vendors, their awarded numbers must be listed on the quotes.
Other Approved Purchasing Methods
Depending on the type and purpose of the expense, other approved purchasing methods may be available.
- Purchase Card (PCard)
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The Purchase Card (PCard) provides an approved method for authorized employees to make eligible business purchases.
- Travel Card (TCard)
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The Travel Card (TCard) is used for eligible University travel-related expenses in accordance with University policies.
- Employee Reimbursements
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Employee reimbursement allows employees to be repaid for approved, work-related expenses they have paid out of pocket.
Examples may include:
- Travel expenses
- Business meals
- Small purchases under $500
To receive reimbursement, employees must submit a request through Emburse within 60 days, along with applicable receipts and a clear business purpose.
Late submissions may be subject to taxation. All reimbursements must comply with University and IRS requirements. Purchases over $500 generally should be completed through the University purchasing process rather than paid personally and submitted for reimbursement.
- Amazon Business
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Amazon Business is an approved purchasing option for eligible University purchases. When using Amazon Business, follow University purchasing requirements and applicable departmental procedures.
Approved Vendors & Purchasing Resources
The University participates in purchasing cooperatives and procurement resources that meet applicable State of Illinois procurement and compliance requirements.
- IPHEC
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The Illinois Public Higher Education Cooperative (IPHEC) provides cooperative purchasing opportunities for participating Illinois public higher education institutions. These vendors have a contract with special pricing & services. Please ensure the IPHEC award number is always listed on the quotes and invoices.
- Illinois Procurement Bulletin
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The Illinois Procurement Bulletin provides information about State of Illinois public university procurement opportunities and requirements. These vendors have won a bid solicitation. Please ensure the award number is listed on the quotes and invoices.
- Strategic Award List
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The Strategic Award List provides a list of approved vendors that have gone through a special vetting process. These vendors can be utilized and a PCard may be used without an exception request. A quote and/or pricing sheet may be required for these vendors. This list includes IPHEC and Bulletin awarded vendors as well. This list is not an exhaustive list therefore searching on the IPHEC and/or IL Procurement Bulletin sites may provide more vendor selections.
Tips for a Successful Purchase
Following these best practices can help prevent delays and ensure your purchase meets University requirements.
- Plan Ahead
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Planning purchases in advance allows sufficient time for approvals and for any adjustments that may need to be made to a purchase request. Some purchases may require additional forms such as a Light Risk Assessment (LRA), Sole Source and/or Source Selection & Price Justification. Please work with the IGB’s Business Office to help determine which form(s) may be required.
- Funding Source & Commodity Code
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Knowing your CFOPAL and funding source helps in the purchase process. In certain cases, if the purchase is unallowable on the fund, you may be required to obtain a different CFOPAL to complete the purchase. Please work with the fund managers on allowability of expenses on the fund.
Commodity codes are required for every purchase. This is a standardized classification system to categorize assets purchased by the University. List of commodity codes.
- Follow the Rules
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Following University and departmental purchasing requirements helps maintain compliance and prevents avoidable issues. All University guidelines & policies are found on the BusFin website.
- Obtain Accurate Quotes
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Verify that quotes include accurate:
- Vendor name and address
- Quantities
- Pricing
- Product or service specifications
- Terms and conditions
- If applicable, include the IPHEC and/or Bulletin award number
- Provide a Detailed Business Purpose
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Clearly explain the Who, What, When, Where, and Why of every purchase. This information should be listed in either the Comment or Internal Notes sections on the requisition form in iBuy.
- Keep Complete Records
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Maintain receipts, approvals, quotes, purchase documentation, and other relevant records. These documents are important for audit purposes and future reference.
- Don't Skip Steps
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Skipping required purchasing steps can delay the purchasing process, prolong approvals, and delay payment to vendors.
- Ask Questions
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If you are unsure about any part of the purchasing process, ask before proceeding. Seeking guidance early can help prevent compliance issues and purchasing delays. The IGB’s Business Office is readily available for assistance: purchasing@igb.illinois.edu.
Sales Tax Exemption
The University of Illinois is a unit of the State of Illinois and is exempt from sales tax.
For applicable purchases, please provide the University tax-exempt form to the vendor.
View / Download Tax-Exempt Form
Non-Conforming Purchases
A Non-Conforming Order (also known as After the Fact) occurs when a request for a contract and/or Purchase Order is submitted to Purchasing after the end-user has already received the goods or services.
Purchasing should be completed and properly authorized before goods or services are received. Important: Do not receive goods or services before the required purchasing approvals, contract, and/or Purchase Order are in place.
- Why It Matters
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A non-conforming purchase order can result in:
- Delayed invoice payments
- Additional administrative requirements
- Compliance risks
- Additional documentation and approvals
- Potential legal and policy concerns
When goods or services have been received without a valid contract or Purchase Order, additional steps are required to correct the transaction.
- Corrective Actions
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The unit may need to cancel the original Purchase Order and submit a new requisition in iBuy with required documentation, including:
- The vendor's final invoice
- A signed department head letter explaining the violation and corrective actions
- A vendor release form releasing the University from liability
Until the required documentation is provided, the requisition may be placed on hold. This can delay payment to the vendor and increase compliance risk.