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Approved Purchasing Methods

Understand the various purchasing methods available at the University—Purchase Orders, Procard, Direct Pay (Non-PO), and University Purchasing Cards (Travel or Meeting). This purchasing comparison offers a detailed look at each method's tools, access procedures, appropriate usage, categories, benefits, and new supplier processes to help you choose the best option for your purchasing needs.

Purchase Method Purchase Order Procard Direct Pay (Non-PO) University Purchasing Cards (Travel or Meeting)
Tool buyND Online or in-person Financial Toolkit travelND or Anthony Travel
How to Get Access

Sign up for buyND+ training sign up on eNDeavor (NetID required)

 View Procard Application

On-campus or campus VPN connection required for Financial Toolkit

View Travel Card Application

View Meeting Card Application
When to Use

For most purchases, recurring items, items under contract:

  • Up to $50,000 - Only need one bid
  • $50,000.01 - $250,000 - Three bids if not a Preferred Supplier
  • Above $250,000- Formal RFP bidding process with Procurement

For information, please review the University's bidding policy.

For one-time purchases where:

  • Under $1,500
  • Supplier does not accept purchase orders
  • When purchasing select categories

Travel Card can be used for:

  • Booking individual travel
  • Business-related expenses

Meeting Card can be used for:

  • Group events
  • Group travel
  • Group business-related expenses
Categories
  • Goods
  • Services
  • Consulting
  • Restricted/grant/federal funds
  • ND licensed items
  • Chemicals & hazardous materials
  • Research equipment
  • Lasers/x-rays
  • Equipment/tent rentals
  • Drones
  • Small low-value office items
  • One-time purchases
  • Academic/classroom supplies
  • Postage
  • Express postage
  • Newspapers & periodicals
  • Dues & professional memberships
  • Conference fees
  • Individuals
  • Special payments
  • Payments to universities
  • Utilities
  • Dues & professional memberships
  • Postage
  • Periodicals
  • Charitable donations
  • Awards (Non-Service)
  • Royalties
  • Airfare
  • Hotel
  • Car rental
  • Conference fees
  • Meals
  • Business entertainment
  • Business meeting expenses
  • Other travel/business expenses
Benefits
  • Risk mitigation
  • Negotiated contract pricing with strategic and preferred suppliers
  • Procurement Services support
  • Quick acquisition from non-strategic vendors
  • Can be used in person for same-day items
  • Method to pay special or recurring payments that do not require protection from PO terms and conditions
  • Card charges automatically load into travelND for easy expense report creation
New Suppliers

24-48 hours to add new supplier

 N/A

2-15 days to add new supplier (depending on supplier’s response)

 N/A

Purchases Over $250,000

If a purchase exceeds $250,000, a formal bidding process must be performed by Procurement Services. Under this method, the following requirements apply:

  1. RFXs must be publicized, and all evaluation factors must be identified with their relative importance.
  2. Proposals must be solicited from an adequate number of qualified sources.
  3. A written method for evaluating and selecting suppliers must be established.
  4. Contracts must be awarded to approved suppliers.

To begin the bid process, please email buy@nd.edu.

Submit an RFX Intake Form

Need More Information?

  • Purchase Order: Procurement Services Help Desk 1-4289, buy@nd.edu
  • Procurement Card (Procard): Procard Administrator 1-6564, procard@nd.edu
  • Financial Toolkit: Controller's Office, 1-7035