Purchasing special considerations

Faculty Computer Purchase Program

CU Boulder tenure/tenure-track faculty are eligible for a subsidy of $1,200 every four years to upgrade their computers and incorporate technology into their teaching and learning. Learn how to buy a computer through the program.

For large dollar purchases, policy may dicate that we go through a bidding process. Learn more on the PSC website.

If your equipment is under $5,000 you may purchase it through the CU Marketplace or with a PCard.

If your equipment is between $5,000 and $9,999 a purchase order must be used. Please reach out to your finance contact.

If your equipment is over $10,000 a specialized purchase order must be used, please reach out to your finance contact and be aware that the following will be needed, dependent on situation:

• Sole Source Justification Form
  • “Fair and reasonable statement” from vendor verifying that the rate they are charging us is fair and reasonable.
  • A quote from the vendor.

or

• Source Selection & Price Reasonableness Form
  • “Fair and reasonable statement” from vendor verifying that the rate they are charging us is fair and reasonable.
  • Two vendor quotes, one from the preferred vendor and one from a competitor.

If your order can be completed through Marketplace punchout, no documentation besides quote is needed.

Please allow at least two weeks for purchases under $10,000 (or four weeks if terms and conditions need to be negotiated). Please allow at least four weeks (or as much lead time as possible) for purchases over $10,000. Lead times can vary based on complexity.

Scenarios where official function form is needed:

          1. Alcoholic beverages are purchased (in any dollar amount) for an official function or CU-hosted conference; or
          2. For an official function where the total cost of food/beverage exceeds $500; or
          3. For an official function where the per-person cost of food/beverage exceeds $115 (regardless of total cost).

Read more about CU's Official Function policy. Some highlights:

• The official function form is not needed if purchase can be made using a PCard.
• A list of attendees will be required for all official functions.
• Generally, small dollar event and food supplies can be put on a PCard.

For larger dollar purchases or hotel room blocks, please reach out to your finance contact who will create a purchase order.

If a contract is needed in any amount, please forward to your finance contact. No one at INSTAAR is allowed to sign on behalf of CU in most cases, and we will need to work with an authorized signer at the PSC. 

• Used furniture is available through CU property services. Use speedtype(s) to buy desks, bookcases, task chairs, etc. Property services also handles furniture for classrooms.
• The University has approved five suppliers for furniture through the CU Marketplace portal, and they have to be used to buy furniture for offices, conference rooms, and lobbies. See how to do that on the CU System Procurement Service Center website.

If your supplies are under $5,000 you may purchase it through the CU Marketplace or with a PCard.

If your supplies are between $5,000 and $9,999 a purchase order must be used. Please reach out to your finance contact.

If your supplies are over $10,000 a specialized purchase order must be used, please reach out to your finance contact and be aware that the following will be needed, dependent on situation:

• Sole Source Justification Form
  • “Fair and reasonable statement” from vendor verifying that the rate they are charging us is fair and reasonable.
  • A quote from the vendor.

or

• Source Selection & Price Reasonableness Form
  • “Fair and reasonable statement” from vendor verifying that the rate they are charging us is fair and reasonable.
  • Two vendor quotes, one from the preferred vendor and one from a competitor.
  • If your order can be completed through Marketplace punchout, no documentation besides quote is needed.

Please allow at least two weeks for purchases under $10,000 and four weeks (or as much lead time as possible) for purchases over $10,000.

If you want to charge office supplies to a grant, be sure to justify exactly why the supplies are necessary for the specific award(s) funding the purchase and how you will ensure the supplies will only be used for work on that specific project. Supplies not outlined in the project budget may be subject to sponsor approval.

All software purchased at CU must go through ICT (Information and Communication Technology) review. Approval can take two weeks if the software will not be public-facing, longer if it is. Work with your finance contact/Chad to fill out the required forms.