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Business and Financial Policies and Procedures

Section 7.2 Purchase of Goods and Services - Printer Friendly Version

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7.2 Purchase of Goods and Services
 

Policy Statement

The Office of Business and Financial Services - Office of Procurement Services is authorized to establish procedures that facilitate the purchase of equipment, materials, commodities, supplies, general services, and professional and artistic services. When conducting a competitive solicitation, no other individual or unit has authority to commit the University of Illinois System to purchasing goods and services, unless that authority has been specifically given to them by the Assistant Vice President of Procurement Services.

The University of Illinois System offers three mechanisms by which to requisition goods and general services.

Information regarding methods of requesting Professional and Artistic Services can be found in 17.1 Consultants and Other Contractors for Professional and Artistic Services.

Reason for the Policy

The Illinois Procurement Code (30 ILCS 500/20) states the applicable source selection and contract formation requirements for University of Illinois System purchases.

Applicability of the Policy

The Chief Procurement Officer for Higher Education promulgates small purchase limits/competitive solicitation thresholds. A competitive solicitation is required for a purchase that exceeds the competitive solicitation thresholds unless the purchase is subject to one of the following exceptions:

  • Sole Source Purchases (single supplier) or Sole Economically Feasible Source
  • Emergency Purchase (including Quick Purchases) see also Section 7.5 – Emergency Purchases
  • Gifts or Bequests to the University of Illinois System if the donation provides majority funding for the procurement see also Section 11: Gifts and Endowments

For a purchase that does not exceed the small purchase limits, the University of Illinois System is required to establish practices that ensure maximum reasonable competition and promote small businesses, diversity, transparency and other statutory policies. Documentation of each purchase must be maintained in the procurement file. This policy outlines the procedures to meet these requirements. See 44 IL Admin Code 4.2020 for additional information.

Gratuities

Employees must avoid accepting any kind of gratuities, tips, or gifts. This includes merchandise, cash, or services for the performance of their duties, either past or future. See 9 Audits, Internal Control, and Business System Security - Employee Gift Policy for additional information.

Related Policies and Procedures

7.2.1 Competitive Selection Process
7.2.2 Exceptions to the Competitive Selection Process
7.2.3 Purchases below the Small Purchase Limit (Small Purchases)

Additional Resources

Restricted Items and Purchases Requiring Special Approval

Last Updated: July 14, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 15, 2017

7.2.1 Competitive Solicitation Process

Policy Statement

A competitive selection process - Invitation for Bid/Request for Proposal (IFB/RFP) - is required at the competitive solicitation threshold. Announcements and advertisements publicize University of Illinois System's requirement and provide the bid due date, time, and place of the opening. Announcements must be advertised on the Illinois Higher Education Procurement Bulletin for a minimum of 14 days. All IFBs/RFPs are publicly opened in the presence of at least one member or officer of the Board of Trustees (BOT) or delegate.

Procedure

Competitive solicitations require collaboration between the unit and the Purchasing Division. There are multiple steps to successfully complete a competitive solicitation. Units should allow at least three months for the IFB process and at least four months for the RFP process.

In addition to the timeline outlined above, commodities, general services, and professional services in the amount of $1,000,000 or more requiring payment by the University of Illinois System in one fiscal year require Board of Trustees (BOT) approval. At this dollar level, units should allow up to three additional months for completion of the BOT approval process and award of contract or purchase order.

Additional Resources

Restricted Items and Purchases Requiring Special Approval
Creating Sealed Bid Specifications
Creating RFP Specifications

Last Updated: August 9, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 15, 2017

7.2.2 Exceptions to the Competitive Solicitation Process

Policy Statement

The Illinois Procurement Code (30 ILCS 500/) and Administrative Rules define the exceptions to the competitive solicitation process for purchases that are over the Competitive Solicitation Threshold. Units should contact Purchasing if they believe an exception exists that exceeds the Competitive Solicitation Threshold.

Exceptions include:

  • Exemptions to the procurement code which include purchases of/for:
    • Supplies or services necessary to provide artistic or musical services, performances, or theatrical productions held at a venue operated or leased by the University of Illinois System.
    • Memberships in professional, academic, research, or athletic organizations.
    • Events or activities paid for exclusively by revenues generated by the event or activity, gifts or donations for the event or activity, private grants, or any combination thereof.
    • Events or activities for which the use of specific potential contractors is mandated or identified by the sponsor of the event or activity, provided that the sponsor is providing majority of the funding for the event or activity.
    • Supplies or services necessary to provide athletic, artistic or musical services, performances, events, or productions by or for the University of Illinois System.
    • Periodicals, books, subscriptions, database licenses, and other publications procured for use by a university library or academic department, except for expenditures related to procuring textbooks for student use or materials for resale or rental.
    • Placement of students in externships, practicums, field experiences, and for medical residencies and rotations
    • Programming and broadcast license rights for university-operated radio and television stations.
    • Supplies or services necessary to perform sponsored research and other sponsored activities under grants and contracts funded by the sponsor or by sources other than State appropriations.
    • Supplies or services from a foreign entity for research or educational activities, provided that the foreign entity either does not maintain an office in the United States or is the sole source of the service or product.
    • Medical supplies, and contracts for medical services necessary for the delivery of care and treatment at medical, dental, or veterinary teaching facilities and at any university-operated health care center or dispensary that provides care, treatment, and medications for students, faculty and staff.
    • Supplies or services necessary for the fulfillment of a grant shall be made in accordance with the requirements of the Procurement Code to the extent practical.
  • Sole Source Purchases (single supplier) or Sole Economically Feasible Source
  • Emergency Purchase (including Quick Purchases) see also 7.5 - Emergency Purchases
  • Gifts or Bequests to the University if the donation provides majority funding for the procurement see also 11 - Gifts and Endowments

Each of the exceptions to the Illinois Procurement Code listed above has reporting requirements and may be subject to Federal acquisition requirements.

Procedure

Justification supporting the exception must be provided by the unit to the Purchasing Division.

Additional Resources

Restricted Items and Purchases Requiring Special Approval
Sole Source Purchases
Emergency Purchases

Last Updated: August 9, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 15, 2017

7.2.3 Purchases below the Small Purchase Limit (Small Purchases)

Policy Statement

In conducting small purchase procurements for supplies, general services and construction, the University of Illinois System shall use practices that encourage reasonable competition and support small businesses, diversity, transparency, and other statutory requirements. Units are encouraged to seek diverse vendors (minorities, females, persons with disabilities and veterans) for purchases greater than or equal to $10,000 and under the small purchase limit by soliciting at least one quote from a Business Enterprise Program (BEP) certified diverse vendor or State Use - Sheltered Workshop, when available.

A requisition that is less than the small purchase limit but greater than or equal to $10,000, must include documentation demonstrating competition from multiple vendors. Small purchases should be made from the vendor offering the lowest-cost.

The individual submitting a purchase requisition shall document that quotes were solicited from multiple vendors, including diverse vendors and small businesses. If the University of Illinois System does not receive multiple quotes, documentation demonstrating the reasons why must be submitted along with the purchase requisition for the purchase using the Small Purchase Waiver form.

If a purchase requisition is submitted for a vendor that is not the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver form, documenting the justification for the request.

Small purchase limits are adjusted annually or by rules promulgated by the Chief Procurement Officer for Higher Education and published on the Illinois Procurement Bulletin for Public Institutions of Higher Education.

Pursuant to changes in the Illinois Administrative Code the University of Illinois System is required to establish practices that ensure maximum reasonable competition and promote small businesses, diversity, transparency and other statutory policies. Documentation of each purchase must be maintained in the procurement file. This policy outlines the procedures to meet these requirements. See 44 IL Admin Code 4.2020 for additional information.

The Illinois Procurement Code (30 ILCS 500/20) states the applicable source selection and contract formation requirements. This policy is applicable to all purchases subject to the Illinois Procurement Code that are below the small purchase limit.

Procedure

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Small Purchases Greater Than or Equal to $10,000

It will be required that a requisition for supplies, general services and construction that is less than the small purchase limit but greater than or equal to $10,000, include documentation demonstrating competition from multiple vendors. This document must include either:

  1. quotes from multiple vendors for the supply/service requested or;
  2. a small purchase waiver documenting the reason(s) why multiple quotes were not attainable.

The small purchase should be made to the vendor with the lowest-cost. If a purchase requisition is submitted with a purchase to a vendor other than the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver Form documenting the justification for the request. 

Competition can be demonstrated by:

  • obtaining written quotes from competing vendors
  • requesting pricing via email
  • web search results demonstrating pricing
  • telephone quotations (must be documented to state which vendor was contacted and the pricing quoted)

Note: Obtaining quotes for items that are not similar in nature is not considered "reasonable competition".

Units have a shared responsibility to consider small and diverse businesses in this competitive process. Small and diverse businesses can be identified by searching the Illinois Department of Central Management Services' Business Enterprise Program (BEP) and Small Business Set-Aside Program directories or by contacting the University of Illinois System's Office of Procurement Diversity.

Small Purchases Less than $10,000

Purchases for services that are not prohibited or restricted and less than $10,000 may be conducted by units using the Contract for Services under $10,000 template. Purchases for supplies or services that are not prohibited or restricted and less than or equal to $10,000 may be purchased through an iBuy purchase requisition. Purchases for supplies or services that are not prohibited or restricted and less than or equal to $4,999 may be purchased using a Purchase Card (P-Card). If possible, competition should be sought by units making these purchases.

Standing Purchase Order Requisitions

Requisitions for standing purchase orders require the same level of competition as other small purchases. When a standing purchase order is for a catalog of items, the Requisitioner should use historical purchase information to determine the quantities and types of products being purchased, in order to compare pricing catalogs from multiple vendors. A spreadsheet demonstrating these calculations should be submitted along with your requisition.

The Standing Purchase Order should be made to the vendor with the lowest-cost. If a purchase requisition is submitted with a purchase to a vendor other than the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver form documenting the justification for the request.

Professional and Artistic Services

Professional and Artistic services are defined as:

  • Law
  • Accounting
  • Medicine
  • Dentistry
  • Clinical Psychology
  • Custom-Produced Art
Procurements below the Professional and Artistic services small purchases limit and that have a non-renewable term of one year or less may be made without the prior notice or level of competition otherwise required of competitive sealed solicitations.
Professional and Artistic small purchases are required to be published to the Illinois Procurement Bulletin Public Institutions of Higher Education within fourteen (14) days after contract execution.

Purchases under an Existing Contract

Competition does not need to be demonstrated if a purchase is made under an existing contract, as competition was established through the initial solicitation/award process. Examples of where a small purchase may be made under an existing contract include:

  • Catalog iBuy purchases
  • Purchases off of a campus-wide contract
  • Purchases off of an Illinois Public Higher Education Cooperative (IPHEC) award
  • Purchases off of a State of Illinois master contract which are allowed to be used by Public Institutions of Higher Education in Illinois
  • Purchases from other approved consortia agreements (e.g. Big Ten Academic Alliance, Midwest Higher Education Compact, etc…)

Stringing

Dividing or planning procurements to avoid use of competitive procedures - known as 'stringing' - is prohibited. A review for potential string may occur when the total value of three or more purchases for same or similar items exceed the small purchase limit during any 12-month period. The Purchasing Director and State Purchasing Officer will jointly determine if a competitive or other consolidated procurement is warranted.

Forms Used in this Procedure

Small Purchase Waiver Form

Additional Resources

Restricted Items & Purchases Requiring Special Approval
iBuy Resource Page
Strategic Procurement Awards
Central Management Services - Business Enterprise Program Certification Directory
Small Business Set-Aside Program (SBSP)

Last Updated: November 10, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 15, 2017

Restricted Items and Purchases Requiring Special Approval

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Local, state, or federal agencies restrict the purchase of some items to ensure proper use and distribution of potentially hazardous materials.

Advertising

University of Illinois System funds may be used for public relations, promoting educational exhibits, informational announcements, official notices, recruitment notices for faculty/staff, and publication of brochures. The University of Illinois System will not pay for entertainment, community relations, or public relations not directly related to the objectives of the University of Illinois System. This prohibition includes, but is not limited to, athletic events, cultural events, conventions, or any other activity not conducted by the University of Illinois System. State appropriated funds may be used for the following:

  • Brochures giving information about educational opportunities at the University of Illinois System.
  • Informational announcements, such as course offerings.
  • Listings of graduate programs in professional journals.
  • Notices about educational exhibits.
  • Official notices.
  • Recruitment notices for faculty and staff.

The dean or director of the unit involved approves, in advance, the use of state-appropriated funds. As appropriate, the Vice President or Vice Chancellor for Academic Affairs also approves, in advance. Proposed advertisement copy should be included when requesting approval. Auxiliaries, enterprises and activities - Auxiliaries and other quasi-commercial activities may advertise when promoting the sale of a commodity or a service that may provide increased revenue to the University of Illinois System. The cost of the advertising is offset by income realized. State-appropriated funds may not be used for this purpose.

Alcohol

On the Chicago and Urbana-Champaign campuses pure alcohol is obtained from Chemistry Stores by authorized individuals. Pure alcohol for the Springfield campus is obtained from the Urbana-Champaign Chemistry Store.

Computer Software and Electronic Services

Software and electronic services for which the total cost is less than or equal to $4,999 is a restricted purchase as identified in 7.6 - The University Purchasing Card (P-Card). Software and electronic services less than or equal to $4,999 may be purchased with a P-Card if the requirements are met and the required forms are filed in the unit as back-up documentation for the purchase. Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition.

“Electronic services” refers to Software as a Service (SaaS). SaaS is developed and hosted by its vendor; the customer accesses the software over the Internet. Unlike packaged applications installed on the customer’s computer or server, the SaaS vendor owns the software and runs it on its own data center computers. The customer has no ownership of the software but effectively ‘rents’ it, usually for a monthly fee.

Electronic services may be purchased with a P-Card if all the following conditions are met:

  • No data considered sensitive or highly sensitive resides on a third-party provider’s server. This means, no personally-identifiable information about an individual is stored on the vendor’s site and no confidential information is used within the site, including student information (e.g., grades, advising notes or other academic records).
  • No critical business function(s) is dependent upon the electronic service (e.g., a unit’s core operations will not suffer if the vendor closes down suddenly without warning).
  • No vendor is granting itself a license to use University of Illinois System data located in its data center.
  • The electronic services will not be utilized by an employee with a known disability or students

Software (downloaded or packaged) may be purchased with a P-Card if all of the following conditions are met:

  • No non-public University of Illinois System data will be shared with a third party as a result of running the software; e.g., Social Security Numbers, credit/debit card data, health/medical data, or student data will not be shared as a result of using the software.
  • The software will not be embedded into new intellectual property unless the software license grants the right to do so.
  • The software will not be utilized by an employee with a known disability or students.

For information about the selection and secure use of software and electronic services, contact:

System Offices: security@uillinois.edu; or kenrowe@uillinois.edu
Urbana-Champaign: securitysupport@illinois.edu; or https://security.illinois.edu/content/purchasing-software-and-electronic-services-using-p-card
Chicago: security@uic.edu; or edz@uic.edu
Springfield: UISPurchasing@uillinois.edu

Decorations

Office decorations such as paintings, prints, wall hangings, plants, planters, and other art or decorative objects may be purchased only when specific budget appropriations are made for this purpose. The purchase must be made from a self-supporting fund, gift fund, agency fund, or some other income-producing fund. Exceptions to this policy require the prior approval of the Chancellor or delegates for university units or the appropriate Associate Vice President for System Offices units. Holidays - Ornaments, decorations, and greeting cards for religious and secular holidays may not be purchased from state-appropriated funds.

Safety - All decorations must conform to the appropriate university safety regulations.

Equipment Loaned to the University of Illinois System

It is recommended that units contact their Purchasing Division regarding equipment loaned to the University of Illinois System. Vendors occasionally loan equipment to the University of Illinois Systemfor trial purposes, testing, evaluation, or short-term projects at no cost. The Purchasing Division handles the arrangements for such loans, but the Office of Business and Financial Services, Grants and Contracts Office arranges for equipment loans used by sponsored programs. In the event the vendor has an insurance requirement in the loan agreement, the University Office of Risk Management should be contacted for assistance complying with the terms of the requirement.

Freight

It is recommended that units request pricing from the Vendor that includes all shipping costs for delivery to the unit’s desired location (e.g.: office, loading dock, etc.).

If a Vendor will not provide shipping costs in their pricing, units are responsible for processing freight bills using one of the Travel and Expense Management (TEM) system’s “Vendor Payment” purposes unless a unit has established a standing purchase order with United Parcel Service (UPS) or another contracted freight company. The freight bill should be attached to the TEM expense report (ER) and the proper invoice date should be included in the ER. Include the purchase order number for the purchase of the item being delivered (if known) in the comments section of the ER. In order to allow for payment in a timely manner, all freight bills must have an ER created and approved as soon as possible upon receipt of the merchandise.

If a unit has a standing purchase order with United Parcel Service (UPS) or other contracted freight company, the invoice should be submitted to the “Bill To” address on the face of the purchase order. The invoice MUST include the applicable purchase order number.

Furniture and Fixtures

The Illinois Public Higher Education Cooperative (IPHEC) has established contracts for the purchase of furniture which includes requirements for life/safety concerns, standardization of furniture purchased, design services and delivery. When submitting a requisition for Classroom or Office Furniture the unit should utilize the contracts established. In the event that the products required are not covered under the IPHEC awards or the products offered will not meet the unit’s needs, please contact the Purchasing Division for assistance. Visit Furniture page for additional information on how to utilize the IPHEC awards. The Purchasing Division must be contacted first for purchases of furniture over the small purchase limit.

Any furniture purchase with an item that has a unit price of $500 or more must be submitted to the Purchasing Division using an iBuy Route to Purchasing Form (required for Chicago university purchases) or Banner requisition with a quote attached. The Purchasing Division will review the furniture being purchased to determine if the furniture is available from the State of Illinois Surplus Property Warehouse pursuant to the Illinois State Property Control Act (30 ILCS 605/7). If suitable surplus furniture is available, the Purchasing Division will notify the unit. There is no cost for the surplus furniture, but the unit must pay for transportation costs and any necessary repair or refurbishing. Purchasing may assist units in making arrangements for transporting the furniture to campus.

If it is determined that there is no surplus furniture meeting the unit's needs, the Purchasing Division will prepare an affidavit, have it notarized, and file with the State certifying that the furniture was not available. Once the affidavit has been filed, the purchase of the furniture can proceed. Please see 12 - Property Accounting for property labeling requirements.

Urbana-Champaign: Standards for office furniture, furnishings, and fixtures have been established as identified in the Campus Administrative Manual. These standards are to be used as a guide for planning, budgeting, and requisitioning furniture for all purposes. The Purchasing Division can provide documents that describe the acceptable standards for furniture and furnishings. Purchases may require review and approval from Facilities and Services to address fire code, accessibility and other life/safety concerns in university facilities. Visit the Campus Administrative Manual for additional information. 

Gas Cylinders

Safety requirements must be observed for gas cylinders. If a compressed gas cylinder ruptures or develops a leak at the valve, place in a secure location and contact the university Safety Office, to coordinate emergency procedures. Refer to the succeeding paragraphs for additional information on gas cylinders at each university.

Chicago: Certain steps must be taken when partially filled or empty compressed gas cylinders are returned to a vendor when no credit for contents is desired. West campus users returning partially filled or empty compressed gas cylinders should, whenever practical, have the cylinders delivered to the Central Receiving Dock, or request that Central Receiving to pick them up so they can be returned. East campus users should return gas cylinders to the unit from which the cylinders were originally received (such as Chemistry Stores).
Urbana-Champaign: Refer to the Division of Research Safety for information on gas cylinders.

Gift Cards/Gift Certificates

8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals outlines when the purchase of gift cards/gift certificates are allowed. Gift cards/gift certificates cannot be purchased using i-Buy, PCard, or Banner. Gift cards/certificates have a cash value and are thus considered reportable income.

Memberships

Modifications to Physical Space

The Office of Facilities Management and Capital Programs are responsible for the performance of projects associated with construction, rehabilitation and renovation of physical space. All requests for modification of physical space whether repair, refurbishing or enhancement must be directed to that Office. This includes the design of such modifications, management of the work to be performed, and the work (including labor and materials). Any exceptions to this policy must receive prior written approval by an authorized representative of the Office of Facilities Management and Capital Programs. Therefore, any request submitted to the Purchasing Division to process a contract where the scope of the services includes construction, rehabilitation, renovation, modification, repair or enhancement of the physical space, shall be accompanied by written approval of an authorized representative of the Office of Facilities Management and Capital Programs. It shall the responsibility of the originator of the request to seek approval from that Office before the Purchasing Division initiates any procurement or contracting activity associated with the services sought.

Operating and Capital Leases of Equipment

Units may acquire the use of equipment over some specified time period through a lease agreement. There are two types of lease agreements: capital leases and operating leases. Capital leases essentially transfer the benefits and risks inherent in ownership of the property to the University of Illinois System; operating leases do not. (See 12 - Property Accounting, for official University of Illinois System definitions.) Some capital leases also provide for acquisition of equipment with title passing to the University of Illinois System after a specified number of payments. The Purchasing Division is responsible for monitoring lease agreements and properly classifying them at their inception.

Occasionally units may find it convenient to seek outside financing for an acquisition; however external financing should be sought only when there are no internal sources of funds.

Conditions for Leases

Units may acquire equipment through an operating or capital lease arrangement if the following conditions are met: Operating or capital leases from vendors or third party financiers are not made for transactions less than $25,000 (principal amount).

Exceptions to these guidelines must be approved by the university Assistant Vice President for Business and Finance, or delegate. Attempts should be made to fund these transactions within the University of Illinois System. Any internal financing must be reviewed and approved by the OBFS. Additional reviews and approvals may be required depending on the nature of the purchase and university requirements. Contact the Purchasing Division for information on additional requirements.

All operating or capital leases to be paid with federal funds must be reviewed in advance by the OBFS Grants and Contracts Office.

The source of first-year funding must be determined. The FOAPAL(s) must be included to show adequate funding resources.

While funding out clauses are required by law in University of Illinois System lease agreements, units and colleges should not expect to invoke the funding out clauses unless exceptional circumstances warrant it. Therefore, when funding sources are revoked before the agreement is completed, units and colleges may be required to provide alternate funding for the remainder of the agreement.

Other

Interstate embargoes may limit some items. These are handled according to the appropriate regulations. Consult the Purchasing Division for details.

Pharmaceuticals

These are controlled substances and are obtained through University of Illinois System pharmacies or the Purchasing Division.

Postage Stamps

All postage stamps purchased with State funds must be perforated with a University of Illinois System identification marker. For additional information on purchase of postage stamps, see 8.1.3 - Determine the Allowability of Specific Expenditures.

Print Services

It is recommended that units utilize university printing offices for printing services:

Champaign-Urbana: Illini Union – Document Services
Chicago: Office of Publication Services
Springfield: Campus Services

If using a vendor other than University of Illinois System printing services is being used to complete a printing request, vendor is required be in compliance with the "Prevailing Wage Requirements" section (30 ILCS 500/25-60) of the Illinois Procurement Code. 

All offset printing services must meet the requirements in the "soybean-oil based ink and vegetable oil-based ink" section of the Illinois Procurement Code (30 ILCS 500/45-15). This Section mandates that the purchase of offset printing services require the use of soybean or vegetable oil-based ink. A State Purchasing Office may determine that another type of ink is required to assure high quality and reasonable pricing of the printed product. If soybean or vegetable oil-based ink is not to be used on a printing project, this information must be submitted to the Purchasing Division along with your requisition. The soybean or vegetable oil-based ink requirement does not apply to digital printing services.

The aforementioned soybean or vegetable oil-based ink and prevailing wage requirements are terms outlined in the University of Illinois System’s standard terms and conditions attached to each purchase order. In the event that a Purchasing Card (P-Card) is being used to purchase printing services, these provisions must be signed off on by the Vendor prior to work being started. The Prevailing Wage Statement (required for all printing services) and Soybean or Vegetable Oil-Based Ink Statement (required for offset printing services) are available on the Purchases - Printing & Typesetting webpage. If a Vendor responds that they will not be utilizing soybean or vegetable oil-based ink on their Soybean or Vegetable Oil-Based Ink Statement, or they will not be paying prevailing wage on their Prevailing Wage Statement, then the purchase is not allowed on a P-Card and a requisition must be submitted to the Purchasing Division.

A plus or minus of 10% over/under runs is acceptable and customary in the printing industry.

The University of Illinois System has standards for certain stationery materials including items with logos, items with the University of Illinois System Seal, and business cards. If using a non-University of Illinois System source for printing these materials, units must obtain written confirmation from the appropriate University of Illinois System office to ensure that the proposed materials conform to those standards prior to submitting a requisition for printing services.

System Offices: University Relations
Urbana-Champaign: Public Affairs
Chicago: Office of Marketing and Brand Management
Springfield: Creative Services

Printing services paid for using State Funds or performed on behalf of another State government body (that are not fulfilled using University of Illinois System printing services) have additional requirements. Section (30 ILCS 500/20-105) of the Illinois Procurement Code requires that all books, pamphlets, documents and reports published by a State agency contain the following:

  • "Printed by the Authority of the State of Illinois"
  • Date of each publication.
  • Number of copies printed.
  • Printing order number.

Units must purchase stationery and other printed products with recycled material content whenever cost, specifications, standards, and availability are comparable to products without recycled content.

Additional requirements:

Chicago: Units are encouraged to use paper with at least 10% post-consumer waste content.

Radioactive materials

By law, the Illinois Department of Nuclear Safety (IDNS) licenses the production, sale, use, disposal, and transfer of radioactive materials in the State of Illinois. The University of Illinois System obtains, uses, and disposes of radioactive materials under licenses granted by the IDNS and must adhere to regulations established by various federal, state, and local agencies. The university Radiation Safety Committee grants final approvals for the acquisition, use, and disposal of radioactive materials.

Weapons

Weapon acquisitions must comply with Federal and State Laws.

Champaign-Urbana: Weapon acquisitions must comply with the Campus Administrative Manual, Possession of Weapons.

Last Updated: April 8, 2019 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 15, 2017