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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 will receive an email invitation directly from Amazon to join the University's Amazon business account. DCMs need to 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 need to 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 need to follow the process for P-Cardholders as well. See below.

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

Free two-day business shipping is available for qualified items with an order total amount of $49 and above. The easiest way to find qualified items is to search for Amazon Prime items.

Using Amazon Prime with Your Business Account - Employees participating in the University's Amazon business account may share their personal Amazon Prime shipping benefits with their business account. Once logged on to your personal account, go to "Your Prime" and select the "Manage Prime Membership" link. You will see details about your current membership including the status of all members and options to invite or remove members. Follow the instructions on how to "Invite a Household Member" using your information in the business account as the member being invited.

  • To invite a member: Enter the name, relationship, email address and birthday in the appropriate fields and click "Send an invite." An invitation message will automatically be sent to the email address you entered. Invited members will need to know the month and day of your birthday to accept your invitation.
  • To remove a member: Click the "Remove" button next to the name of the person you wish to remove. An email message will automatically be sent to the person you remove.

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. For all other questions, departments should contact Andy Durren at 313-628-1664 or by email to ajd@amazon.com.

Additional Resources

Additional information regarding Amazon Prime.

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

Last Updated: January 30, 2017

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