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Using Amazon in buyND+

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Amazon Purchasing Guidelines

Introduction & Purpose

The primary purpose of these Purchasing Guidelines is to provide clear direction for the efficient, compliant, and cost-effective acquisition of goods and services. Specifically, these guidelines are being updated to support the implementation of the Amazon Punchout within the University's primary procurement platform, buyND+.  

The University strongly encourages faculty and staff to use the list of strategic suppliers in buyND+ first before buying anything from Amazon. For more information, please visit our “Where to Buy” page on our website 

Preferred Purchasing Method & Compliance
 The highly recommended and preferred method for purchasing goods from Amazon is through the buyND+ Amazon Punchout.

Method  Status  Rationale 
buyND+ Amazon Punchout / AB Account  Preferred  Ensures compliance with tax regulations (tax-exempt status) and facilitates accurate and transparent financial reporting. No charge for shipping. 

Scope

  1. These guidelines apply to all University employees involved in the procurement of goods and services.
  2. They govern all purchases made using University funds, with specific emphasis on transactions conducted through the Amazon Business Solutions platform.

Key Principles/Restrictions

Amazon Business Usage:

  • Cost Control & Prime Elimination: Procurement Services established the University's Amazon Business account to eliminate the need for individual Prime memberships across campus, thus controlling costs.

  • Tax Exemption & Personal Use: The University's membership is sales tax exempt. Therefore, the account must not be used for personal purchases under any circumstances.

  •  Preferred Supplier Priority: Amazon Business cannot be used to circumvent current University contracts with preferred suppliers. The University strongly encourages the use of strategic suppliers (e.g., in buyND+) first. 

Restricted Purchases on Amazon Business: 

The following categories may not be purchased through the Amazon Business account due to existing contracts, security requirements, or quality standards: 

Category  Category  buyND+ Suppliers 
Computers and Tablets (e.g., iPads, Samsung, Google)  Computers and Tablets (e.g., iPads, Samsung, Google)  CDW 
Furniture  Must adhere to the University's established furniture standards and quality requirements.  Business Furnishings 
Desktop Printers  This item is subject to contract restrictions or specific technical approval.  Contact Procurement Services 
Controlled/Hazardous Items Items such as alcohol and hazardous materials will be restricted and marked within the Amazon platform. VWR
Data Storage Devices  Hard disk drives, solid state drives, external storage enclosures, USB flash drives, memory cards, storage area network equipment, network attached storage equipment.  CDW, GovConnection, and B&H Photo 
Network Hardware Devices  Routers, switches, wireless access points or controllers, firewalls.  CDW, GovConnection, and B&H Photo 

General Purchasing Compliance

  • Tax Status: The University maintains a tax-free purchase status for all official University expenses only. Purchases NOT allowed a sales tax exemption in Indiana when purchasing through our Amazon punchout or the Amazon Prime Business Account: 
    • Items paid with a personal credit card to be reimbursed by the University. Purchases must be made with a Shamrock card in order to qualify for exemption
    • Personal items accidentally purchased using the punchout. 
    • Questions: reach out to salestax@nd.edu or direct others to this email. 
  • Value for Money: All purchasing decisions must prioritize obtaining the optimal combination of cost, quality, and service. 
  • Compliance: Adherence to all University policies, including the Purchasing Policy, is mandatory. 

Purchase & Post-Purchase Procedures

These guidelines specify the necessary steps for purchasing, receipt, and payment authorization, depending on the method used for the initial purchase. 

Purchasing Method Purchase Process Payment & Reconciliation
buyND+ Amazon Punchout (Preferred)  * Individuals must be added to the buyND+ system to make purchase via the Amazon punchout.
* The order follows the standard buyND+ approval process before the purchase is finalized		 The official invoice is processed and paid automatically via the buyND+ system, utilizing the established internal payment mechanism. 
  The end-user must create and submit a receipt or Goods Receipt (GR) against the purchase order within buyND+ upon item delivery/service completion.   
Amazon Business (AB) University Account (Preferred) Individuals must be authorized and added to the AB account to make purchases.  An expense report is needed for reconciliation. The linked credit card statement requires standard reconciliation by the responsible purchaser.
Shamrock Card (Discouraged)  Shamrock Card (Discouraged)  An expense report is needed for reconciliation. The end-user is required to submit an expense report detailing the purchase, which is reconciled against the Shamrock Card statement. 

Related Documents

Policy or Document  Web Address
Work Space and Office Furniture Standards   https://facilities.nd.edu/assets/128420/work_space_and_furniture_ standards_january_2014_final_revision.pdf 
Computer Purchase Policy  https://policy.nd.edu/policy-by-subject/information-technologypolicies/

Contacts

Subject  Office or Position Telephone Number Office Email or URL
Amazon Guidelines Procurement Helpdesk  (574) 631-4289  buy@nd.edu 
Invoice/Payment Accounts Payable  (574)631-6401  acctpay@nd.edu 
Shamrock Card  Controller’s Office  (574)631-6401  control@nd.edu