Hosting & Purchasing

Hosting an Event

Additional documentation is required when a hosting event occurs. The Hosting forms can be obtained from the Business Office. When the hosting forms are completed, please submit them with your LPO or Requisition request.

The campus credit card may not be used for catering services and restaurants. If Miami faculty, staff, and students are being hosted then a discretionary Banner Index is needed.

For additional information about the Hosting policies, please access the Purchasing and Payments Handbook on the Web.

Purchasing

To make a purchase with university funds, one of the following four methods must be used:

Limited Purchase Order (LPO)

• Must be issued before purchase is made.
• Are generally used for supplies, services, and material in the amount of $500 or less.

May be used without dollar limitation for the following:

Conference or meeting registration fees, air travel tickets from travel agencies under contract with the Office of Purchasing, classified advertising, and direct bill for hotel/lodging/meeting rooms for official University functions.

May not be used for the following:

• Equipment, furniture, furnishings, carpet, window treatments, telecommunications equipment and devices, business cards, letterheads, envelopes, items available in University stores or office supply room
• To hire consultants, speakers, contracting for temporary employment services, reimbursement to or purchases from University employees.
• To issue multiple LPOs for similar or related items to a single vendor over short periods of time to avoid the $500 per order limit.
• To split known requirements for items or services to be used over a period of time into individual LPOs less than $500 to avoid the need for competitive bidding and a standard purchase order, is prohibited.

Requisitions for Payment Vouchers

To pay vendors once an invoice has been received (i.e. subscriptions, membership fees, reimbursements to employees (other than travel expenses)

Requisitions Requesting Purchase Orders

• To issue Purchasing Order to a vendor for needed items or services.
• For all purchases over $500, unless included in LPO guidelines.
• Some items and services under contract by the University require a Purchase Order even if the amount is under $500. (i.e. letterhead, envelopes, business cards etc.).

Credit Cards

Can be used for incidental purchases at local vendors where no other method is acceptable.

• The credit card limit is $500 per transaction.
• For use at Kroger, Lowes, Meijers and various other locations.
• For use with telephone orders.
• For use on the Internet, the Business Office must place the order.
• For use for memberships, subscriptions, and registrations under $500.

May not be used for the following:

• Restaurants, caterers, service providers
• Locations where we have open accounts

For additional information, please contact the Business Office at 785-3205.

Additional link:
Purchasing and Payments Handbook.