Purchasing and Payment Guidelines

Procurement Services Home Staff MUPS Newsletter Rules, Policies & Procedures Policies & Procedures Purchasing and Payment Guidelines Procurement Communications Terms and Conditions Purchasing Handbook MUBOG Purchasing Policy FA-9 Code of Ethics Computer & Software Purchases Training Quick Guide Basic Training Guides Direct Award Training Contracts University Contracts WV Statewide Contracts WVNET Contracts Forms Vendor Resources Bid and Proposal Opportunities Vendor Registration & Euna Procurement Login Suppliers Guide Terms and Conditions Marshall Marketplace Marketplace Punchout Catalogs Catalog Order Checklist Non-Catalog Order Checklist Purchasing and Payment Guidelines Updated May 2026 Marketplace Only (submit requisition before items are ordered) Pcard / Department Card Fleet Management Encumbrance in Banner (paid via AP/Accounting processes) Artists, entertainers, speakers, performers* Travel Expenses (see University Travel Manual for specifics; reimbursement also allowed) Vehicle Maintenance Employee Reimbursements Books and periodicals Shipping if outside of the University Mailroom (UPS, FedEx, USPS) Vehicle fuel Educational stipends to MU students Capitalized equipment (equipment over $10K) Emergency Purchases Utilities Advertising (Digital and Online) Fuel not related to Fleet vehicles University internal payments (mail services, print services, etc.) Construction and related services* Hospitality/Student activity food purchases (non Sodexo) Payments to other state agencies Contractual insurance payments Registration fees Accreditation Furniture, Flooring Memberships with an approved encumbrance from AP Postage for Mail Services Graphic design and printing services outside of University Communications (Follow UComm policy) Non-contractual print or broadcast media (Following Ucomm policy) Non-Contractual insurance payments Hazardous and/or radioactive materials Lease agreements* Maintenance/service agreements* Office supplies Professional services and consulting* Repairs/alterations occurring on campus* Equipment Rental* Promotional Items Vehicle purchase Weapons and ammunition Repairs to equipment (occurring on or off campus) Misc. Equipment Electronic or printed subscriptions, periodicals, and publications Janitorial supplies and equipment Lab supplies and equipment Medical supplies and equipment Medical prescriptions/services payments Maintenance, repair, and building operating supplies Contractual services* Amazon orders (when being purchased with State funding) Athletic per diem (Prepaid Cards) Student travel per diem (Prepaid Cards) *Will require an agreement and the Independent Contractor form may be required if applicable. Procurement Services Old Main Room 125 1 John Marshall Drive Huntington, WV 25755 Office Hours Monday – Friday: 8:00am – 4:30pm Procurement Services is a hybrid office and in-person availability may vary. We recommend contacting our office prior to arrival to confirm in-person availability. Popular Links Marshall Marketplace Procurement Services Newsletter University Contracts Forms Purchasing Training Purchasing Handbook Bid and Proposal Opportunities Supplier’s Guide