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Purchases

University Amazon Group (UAG)

Note: Departments need to continue maximizing the use of University of Illinois System contracts found in iBuy. When iBuy contracts are not available, Amazon may be utilized.

The University Amazon Group (UAG), comprised of University Payables, Purchasing, and Tax, manages the University's Amazon business account, including (1) adding, deleting and modifying permissions of the Department Card Managers (DCMs), (2) monitoring purchase activity, and (3) running order history reports.

System units establish access to the account through their DCMs. Only P-Cardholders can make purchases from the University's Amazon business account. See flowchart on how the University's Amazon business account is structured.

Only employees who are participating in the University's Amazon business account will be authorized to use the System's sales tax exemption letters for Amazon purchases. Therefore, employees who would like to purchase from Amazon and are not members of the University's Amazon business account should contact their DCM to determine who should make purchases on their behalf. At a future date, the System may not reimburse employees who use personal funds to make Amazon purchases.

The central Amazon business account must be used only for System business purposes. No personal purchases may be made from System email addresses in the business account. Personal use or any unauthorized use of the System's sales tax exemption is prohibited and may constitute a crime and result in disciplinary or legal action.

How to Participate in the University's Amazon Business Account

Initial Requirements for DCMs and P-Cardholders

Prior to becoming members of the University's Amazon business account, both DCMs and P-Cardholders are required to:

  • Use their System email addresses for the University's Amazon business account. It is important to maintain a separate account for personal purchases and not use an Amazon account established with a System email address for personal purchases.
  • Transfer any personal Amazon accounts associated with their System email addresses to personal email addresses (e.g., free Gmail or Yahoo accounts) before they accept the invitation to join the University's Amazon business account. See Transfer Amazon Account Process for step-by-step instructions.

If you (1) have more than one Amazon account, (2) already created a business account on behalf of the System, and/or (3) experience issues with account setup, please contact the Amazon Enterprise Customer Service Team referenced in the Contact Information section.

​​Process for DCMs

The University Amazon Group will invite existing DCMs to participate in the University's Amazon business account. DCMs must send an email to University Payables (UPAY), obfsupay@uillinois.edu with the following information:

  • Subject line: Request UAG DCM Invitation
  • DCM’s name and University Identification Number (UIN)
  • A listing of all the chart/orgs to which the DCM is assigned
  • DCM’s University email address
  • If the DCM is both a DCM and a P-Card Cardholder

DCMs will then receive an email invitation to join the University's Amazon business account. DCMs must ensure they fulfill the initial requirements previously mentioned prior to accepting the invitation.

  • Accept the invitation. See the How to Accept Amazon Email Invitation job aid for detailed instructions.
  • Invite P-Cardholders. The DCMs will be allowed, at their discretion, to invite their P-Cardholders to participate in the University's Amazon business account on the department's behalf. See DCM Add P-Cardholder Amazon Process for step-by-step instructions. When the DCMs invite their respective P-Cardholders, the DCMs must ensure that the P-Cardholders permissions are limited to requisition privileges only (place order requests). P-Cardholders are not able to invite other employees to participate in the University's Amazon business account.
  • DCMs, who are also P-Cardholders, must follow the process for P-Cardholders as well. See below.

DCMs are responsible for removing their P-Cardholders when an employee is terminated or when the employee changes roles where UAG access is no longer required.

Process for P-Cardholders

P-Cardholders will receive an email invitation directly from Amazon to join the University's Amazon business account. P-Cardholders need to ensure they fulfill the initial requirements previously mentioned prior to accepting the invitation.

P-Cardholders authorized to use the University's Amazon business account are required to accept the invitation. See the How to Accept Amazon Email Invitation job aid for detailed instructions. 

P-Cardholders must utilize their P-Card for Amazon purchases. No other payment methods are allowed for future Amazon business purchases.

Amazon Shipping Information

The University subscribes to Amazon Business Prime Shipping which provides free 2-day shipping on all prime orders and items regardless of price.

Sales Tax Refunds for Purchases from Third Party Sellers

Purchases from third party sellers may be taxed if the seller has not opted in for tax exemption even if the department is making the purchase through the University's Amazon business account. In the event that an Amazon seller charges sales tax, the department should request a refund.  To request a sales tax refund, email tax-exempt@amazon.com with the following information:

Who to Contact

For order related questions, departments should contact Amazon at (866) 486-2360 or email amazonbusinesscs@amazon.com.

Additional Resources

Additional information regarding Amazon Prime.

Amazon's FAQs are located at: Amazon Business Accounts FAQ.

Last Updated: June 19, 2018

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