UMass Amherst Purchasing Policy
Processing Requirements
SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES
Revised for the BuyWays Purchasing System
How to Use the Charts on the Following Pages
Step
Instruction
1. If you are using the web version of this
document, open the Alpha-Numeric with
Object Class document by clicking on this
link to select the account code and the
chart that is appropriate for your purchase.
(If you already know the account code
number and the chart letter, you may go
directly to the chart by selecting the chart
link in the column to the right)
If you are working from a hard copy of this
document and you are unsure which chart
to select, print the Alpha-Numeric with
Object Class document located at the
Procurement Department website
http://www.umass.edu/procurement/ and
continue with Step 2.
2. Determine the Account Code that is
appropriate for your purchase.
3. Click on the link next to the account code
to access the Chart that is appropriate for
the code if you are using the web version
of the Alpha-Numeric with Object Class
document.
4. In the left column of the chart, select the
appropriate row that reflects the total $ to
be spent
5. Determine if it's a contract, non-contract,
or sole source purchase
6. Select the appropriate row and follow it
across to determine the requirements
7. Complete the requirements outlined in the
chart
8. Process Through BuyWays
Comments
Procurement Update regarding Uniform
Guidance (UG) 2CFR 200
Any required changes to the procurement provisions
will go into effect July 1, 2017. This date represents
a two year delay/extension of the original
implementation date. UMass Amherst will follow
requirements of OMB Circular A-110 until July 1,
2017 when UG 2CFR-200 Procurement
implementation goes into effect. More details can be
found at: https://cfo.gov/COFAR/
The list contains all the account codes that are
appropriate for requisitions and purchase orders,
and the code descriptions.
Charts:
(A) Materials, pg. 1
(B) Equipment/Software Maintenance
(C) Contracts for Services
(D) Space, Equipment Rental/Lease
(E) Construction, Bldg. Maintenance
If unsure, please contact a Procurement Analyst in
the Procurement Department for assistance.
NOTE: This document is designed for on-line use
because of all the helpful links. It is updated
periodically, as changes to policy occur.
Popular University, Campus, MHEC, and E&I
Contracts may be accessed through the
Procurement Department Web Site:
http://www.umass.edu/procurement/commcont.html
Unsure? Contact the Procurement Analyst in
Procurement who is responsible for your Commodity
Code. Click here to access the assignments, and
much, much more, Procurement Workflow and
Commodity to Acct Crosswalk
Link to BuyWays Job Aids:
http://www.umass.edu/afsystems/basic-page/umassbuyways/91
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Material Purchases
CHART A –SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES – UPDATED FOR BUYWAYS
PURCHASE TYPE: MATERIAL PURCHASES: SUPPLIES, PARTS, UTILITIES, EQUIPMENT
ACCOUNT CODES:
Account Code Range
727100, 734140-734800, 735000-745090
754200-755305, 763100-765915
772180, 772230, 787100, 787360
Expenditure Classification Description – Includes Codes in:
Administrative Expenses, Operational Expenses, Equipment Purchase,
Construction/Bldg. Maint., Technology
Utilities, Equipment Purchase, Construction/Bldg. Maint., Technology
Construction/Bldg Maint., Entitlement Programs
To access alpha and numeric lists of account codes and their definitions, click on:
Alpha-Numeric List with Object Class
To access the list of Commodity Codes and the names and telephone numbers of the Purchasing Analysts who are responsible for their
review, click on BuyWays Procurement Workflow and Commodity to Account Crosswalk
To access the complete list of PO account codes and their long definitions, go to http://www.umass.edu/aco/objcde/index.htm
1
Total Dollar
Value of
BuyWays
Requisition
Is Contract/ Catalog Use
Required (University,
Campus, E&I, MHEC,
State)?
Less than
$10,000.00
Yes, if available – Select
Contract Name and Number
in Final Review tab at the
line level, if available, for
non-catalog items.
Unnecessary to add contract
ID if for a catalog item.
Contract, NonContract, Sole
Source
NOTE: Purchase items
through a BuyWays catalog
if desired items are available
there. BuyWays catalog
items are contract items.
2
3
4
Are Confirmed Prices
Required from Vendor?
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
YES IF NON-CATALOG VENDOR
No
No
If you have a quote attach it to
your BuyW ays requisition as
an external attachment.
5
Requirements for Change
Orders for Account Codes in
this Chart – regardless of
dollar amount or contract
availability
Once a requisition has become
a purchase order, operators
are unable to make changes to
the purchase orders
themselves
It is requested that you not ask
to have minor changes made
to a purchase order against
account codes in this chart to
make it match an invoice.
Page 1 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
1
Total Dollar
Value of
BuyWays
Requisition
Is Contract/ Catalog Use
Required (University,
Campus, E&I, MHEC,
State)?
$10,000.00$50,000.00
Contract
Purchase
Yes, if available – Select
Contract Name and Number
in Final Review tab of the
BuyWays requisition at the
line level, if available, for
non-catalog items.
Unnecessary to add contract
ID for a catalog item.
NOTE: Purchase items
through a BuyWays catalog
if items are available.
BuyWays catalog items are
contract items.
Material Purchases
2
Are Confirmed Prices
Required from Vendor?
Catalog Purchase:
No quote is necessary If using
a BuyWays catalog,
3
4
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
No
No
Non-Catalog Purchase:
YES - Attach 1 written quote to
the requisition as an external
attachment.
Does not apply if product is
not available on a contract.
Yes - get 3 written quotes &
attach to BuyWays requisition.
Awarded vendor = External
Attachment; Other 2 are
Internal Attachments) Unless
justified in writing, the quote
selected must be the lowest of
the 3, including any freight
charges that apply.
Does not apply.
No. The quotes will be
reviewed by Procurement to
determine if the quote
selected is appropriate.
$10,000.00$50,000.00
Does not apply
Yes – 1 written quote. Attach
to BuyWays requisition as an
External Attachment and
reference quote number in line
description.
Yes – Attach to BuyWays
requisition as an Internal
Attachment.
Reference Quote Number
on SSJ form
Select Sole Source
checkbox in Final Review
tab of the requisition
Procurement will review
justification and make final
decision as to whether
purchase qualifies for sole
source. If it does, multiple
quotes are unnecessary.
Last Update: March 24, 2015
Requirements for Change
Orders for Account Codes in
this Chart – regardless of
dollar amount or contract
availability
Freight Lines: Do not ask to
have a shipping line added to a
purchase order. Accounts
Payable will pay shipping on
the voucher header if there
isn’t a freight line on the
original purchase requisition.
$10,000.00$50,000.00
Non-Contract
Purchase
available from
more than one
source of supply
Sole Source,
Non-Contract
Purchase
5
Complete a Change Request
Requisition in the BuyWays
Purchasing System if the
purchase order requires a
significant modification. See
When to Do a Change
Request – which explains
when to do a change request
and when an AP match
exception override is
appropriate
Services: See Notes at the
end of the Chart under the
respective Purchase Type.
Changes to Budget: A
Change Request Requisition is
Required. Note that budget
changes cannot be done to PO
lines that have had invoicing
activity.
Blanket Orders: Requests to
increase Blanket Orders for
supplies will be screened
a
Page 2 ofon21
case by case basis by
Procurement and may be
denied if Procurement deems
that there is a more viable
UMass Amherst Purchasing Policy
1
Total Dollar
Value of
BuyWays
Requisition
Is Contract/ Catalog Use
Required (University,
Campus, E&I, MHEC,
State)?
$50,000.00+
Contract
Purchase
Yes, if available – Select
Contract Name and Number
in Final Review tab of the
BuyWays requisition at the
line level, if available, for
non-catalog items.
Unnecessary to add contract
ID for a catalog item.
Material Purchases
2
Are Confirmed Prices
Required from Vendor?
Catalog Purchase:
No quote is necessary If using
a BuyWays catalog,
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
No
Depending on the product
and dollar amount
Procurement may request
additional quotes or require
a formal bid be processed
through Procurement.
Does not apply
Yes – Submit to
Procurement for bidding.
Enter a Requisition in the
BuyWays Purchasing
System & use the
“Temporary Vendor Code.”
Attach written specifications
to the requisition as an
Internal attachment.
Non-Catalog Purchase:
YES – Attach 1 written quote to
the requisition as an External
attachment.
5
Requirements for Change
Orders for Account Codes in
this Chart – regardless of
dollar amount or contract
availability
NOTE: Purchase items
through a BuyWays catalog
if items are available.
BuyWays catalog items are
contract items.
$50,000.00+
Non-Contract
Purchase
available from
more than one
source of supply
Does not apply.
Does not apply
Page 3 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
1
Total Dollar
Value of
BuyWays
Requisition
Is Contract/ Catalog Use
Required (University,
Campus, E&I, MHEC,
State)?
$50,000.00+
Sole Source,
Non-Contract
Purchase
Does not apply
Material Purchases
2
Are Confirmed Prices
Required from Vendor?
Yes – 1 written quote – Attach
to BuyWays requisition as an
External Attachment and
reference quote number in line
description.
3
Is Sole Source
Justification Form
Required?
Yes – Attach to BuyWays
requisition as an Internal
Attachment.
Reference Quote Number
on SSJ form
Select Sole Source
checkbox in Final Review
tab of the requisition.
4
Are Public Bids Thru
Procurement Required?
5
Requirements for Change
Orders for Account Codes in
this Chart – regardless of
dollar amount or contract
availability
Procurement will review
justification and make final
decision as to whether
purchase qualifies as a sole
source. If it does, a public
bid is unnecessary.
Depending on total cost
Procurement may require
additional justification.
1.
NOTES:
2.
Contract Types: University, Campus, State, MHEC , E&I– For Non-Catalog Requisitions, select Contract name and number in the BuyWays Requisition Final Review tab.
Quotes shall reflect acknowledgement of the Contract Name and Number and reference the discount or markup, depending on how the contract award is structured. This
is an audit requirement. Multiple requisitions to the same vendor may not be issued to avoid dollar limits.
Contract ID’s: Select the Contract Name and Number at the line level in the Final Review tab of the BuyWays requisition, if available, for non-catalog items that are
covered by a Campus, University, State, MHEC, or E&I contract. If the contract ID is not set up in BuyWays, you may reference the Contract ID in an External line
comment, or contact Procurement to request that it be added to BuyWays.
Catalog Purchases: Commodities that are available in a BuyWays Catalog must be requisitioned through the catalog. Non-Catalog requisitions are inappropriate unless
you have a special quote from the catalog vendor that cannot be processed through the catalog.
3.
4.
Procard: Procard should be used to purchase only those items that are not available through a BuyWays Catalog and allowable commodities on Procard.
5.
Procurement Department Web Site: Visit the Procurement Department web site for access to information about the Procard, contract details, forms, BuyWays data entry
training, job aids, etc. http://www.umass.edu/procurement/ Procurement publishes a bi-monthly newsletter, The BuyLine. The newsletter contains the latest information
on the BuyWays purchasing system and purchasing policies.
6.
Attachments: Documentation for requisitions should be attached to the requisition as an Internal or External attachment. See
http://www.umass.edu/procurement/docs/Buyways FAQs 06-14-13.docx BuyWays FAQ for instructions on when an attachment should be Internal or External. Do not send
attachments to Procurement through the campus mail unless prior authorization is given by a Procurement Analyst.
7.
Contact Information: Procurement Department Main telephone number = 545-0361; Fax Number = 413 545-1643
8.
IT Equipment (for example, computers, laptops) All IT purchases, including, but not limited to, IT Equipment, must be accompanied by a completed IT Review form. If
the response to any of the questions on the form is YES, the purchase must be reviewed and approved by the administrative or academic IT person in your area who is
responsible for system security.
9.
Sole Source: Read the Sole source Documentation Form for an explanation of the requirements that must be met to qualify for sole source. The form is available for
downloading at the Procurement Department web site. See Note 5 above.
10.
Confirming Purchases: Requisition Numbers may not be used to commit to vendors. Only purchase orders that have been distributed to the vendor may be used to
authorize a purchase. Any purchase requisition that has the Confirming-Not sent to vendor checkbox selected will result in a purchase order that will not be distributed to
Page 4 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
1
Total Dollar
Value of
BuyWays
Requisition
Is Contract/ Catalog Use
Required (University,
Campus, E&I, MHEC,
State)?
Material Purchases
2
Are Confirmed Prices
Required from Vendor?
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
5
Requirements for Change
Orders for Account Codes in
this Chart – regardless of
dollar amount or contract
availability
the vendor. If the vendor asks for a copy, you may print and transmit the order to them. Never select that checkbox for a catalog order. It will not go to the vendor.
11.
Employees: Purchases may not be made from University employees, or from any business owned by a University employee or relative, per MGL c268A.
12.
WHEN IN DOUBT, CHECK IT OUT WITH PROCUREMENT.
NOTES (Cont.):
PURCHASE TYPES THAT DO NOT FALL UNDER MATERIAL PURCHASES, EQUIPMENT/ SOFTWARE MAINTENANCE, CONTRACTS FOR SERVICES,
SPACE RENTAL/LEASE, EQUIPMENT RENTAL/LEASE/LEASE-PURCHASE, OR LABOR & MATERIALS CONSTRUCTION & BUILDING MAINTENANCE,
FOLLOW THE FLOW CONTAINED IN THIS CHART (CHART A). CONTACT PROCUREMENT IF YOU HAVE ANY QUESTIONS.
Click here to go back to the beginning of Chart_A
Page 5 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Equipment/Software Maintenance
CHART B –SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES – UPDATED FOR BUYWAYS JULY 2013
PURCHASE TYPE: EQUIPMENT/SOFTWARE MAINTENANCE AND SOFTWARE LICENSES
ACCOUNT CODES:
Account Code Range
768100-768880
734800
Expenditure Classification Description
Equipment and Software Maintenance - Includes codes in
Technology, Equipment Maintenance, and
Construction/Bldg. Maint.
Software Licenses – Technology
To access alpha and numeric lists of account codes and their definitions, click on: Alpha-Numeric List with Object Class
To access the list of Commodity Codes and the names and telephone numbers of the Purchasing Analysts who are
responsible for their review, click on BuyWays Procurement Workflow and Commodity to Account Crosswalk
To access the complete list of PO account codes and their long definitions, go to http://www.umass.edu/aco/objcde/index.htm
1
Total Dollars for the
Entire Contract Term or
One-Time Repair
Less than $10,000.00
Contract, Non-Contract,
Sole Source Purchases
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
Yes, if available – Select
Contract Name and
Number in Final Review
tab of the BuyWays
requisition at the line level,
if available, for noncatalog items.
Unnecessary to add
contract ID if for a catalog
item.
NOTE: Purchase items
through a BuyWays
catalog if items are
available. BuyWays
catalog items are contract
2
3
4
# of Quotes Required
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
No
No
No
5
Is a Contract
Agreement/Software License
Required?
Equipment/Software
Maintenance Service Contract:
Not required but Department &
vendor may elect to have one.
Attach signed contract to the
BuyWays requisition as an
External Attachment. See items
3-5 at end of this chart under
“Notes.”
Software License Agreement:
Not required - if vendor requires
one a copy must be attached to
the requisition as an External
Attachment. See items 3-5 at
end of this chart under “Notes.”
Page 6 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Equipment/Software Maintenance
1
Total Dollars for the
Entire Contract Term or
One-Time Repair
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
4
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
5
Is a Contract
Agreement/Software License
Required?
items.
$10,000.00-$50,000.00
Contract Purchases
Yes – Select Contract
Name and Number in
Final Review tab at the
line level, if available, for
non-catalog items.
Unnecessary to add
contract ID if for a catalog
item.
NOTE: Purchase items
through a BuyWays
catalog if items are
available. BuyWays
catalog items are contract
items.
None unless requisition is
for a one-time repair, then
request written estimate
from vendor. Attach
vendor’s estimate to the
BuyWays Requisition as an
External Attachment.
No
No
Yes. Attach the signed contract
or software license to the
BuyWays requisition as an
External Attachment. See items
3-5 at end of chart under “Notes.”
$10,000.00-$50,000.00
Non-Contract Purchase
available from more
than one source of
supply
Does not apply.
Yes - get 3 written quotes &
attach to BuyWays
requisition. Awarded vendor
is External Attachment;
Other 2 are Internal
Attachments.
Unless justified in writing,
the quote selected must be
the lowest of the 3, including
any freight charges that
apply.
Does not apply
No. The quotes will be
reviewed by Procurement
to determine if the quote
selected is appropriate.
Yes, Attach the signed contract
to the BuyWays requisition as an
External Attachment. See items
3-5 at end of this chart under
“Notes.”
$10,000.00 - $50,000.00
Does not apply.
Yes – 1 written quote –
Attach to BuyWays
requisition as an External
Attachment and reference
quote number in line
description.
Yes – Attach to
BuyWays requisition as
an Internal Attachment.
Reference Quote
Number on SSJ form
Select Sole Source
checkbox in Final
Review tab of the
requisition.
No - Procurement will
review justification and
make final decision as to
whether purchase qualifies
for sole source. If it does,
multiple quotes are
unnecessary.
Yes, Attach the signed contract
and written quote to the
BuyWays requisition as an
External Attachment. See items
3-5 at end of this chart under
“Notes.”
Sole Source
Non-Contract Annual
Maintenance Agreement
or Software License
Page 7 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Equipment/Software Maintenance
1
Total Dollars for the
Entire Contract Term or
One-Time Repair
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
4
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
5
Is a Contract
Agreement/Software License
Required?
$10,000.00 - $50,000.00
Sole Source
Non-Contract
Emergency One-Time
Repair
Does not apply
Contact Procurement in
advance for authorization if
possible. Obtain written
estimate and attach to
requisition as an External
Attachment,
Yes – Attach to
BuyWays requisition as
an Internal Attachment.
Reference estimate
Number on SSJ form
Select Sole Source
checkbox in Final
Review tab of the
requisition
Procurement will review
justification and make final
decision as to whether
purchase qualifies as a
sole source. If it does, a
public bid is unnecessary.
Depending on total cost
Procurement may require
additional justification.
Does not apply
$50,000.00+
Contract Purchase
Yes, if available – Select
Contract Name and
Number in Final Review
tab of the BuyWays
requisition at the line level,
if available, for noncatalog items.
Unnecessary to add
contract ID if for a catalog
item.
NOTE: Purchase items
through a BuyWays
catalog if items are
available there. BuyWays
catalog items are contract
items
Separate quote for an
Annual Maintenance
Contract or Software
License is not required.
One-time repair: Get 1
estimate from vendor and
attach estimate to the
BuyWays Requisition as an
External Attachment.
No
Depending on the product
and the dollar amount of
the requisition
Procurement may request
additional quotes or
require a formal bid be
processed through
Procurement.
Yes if for a maintenance contract
or a software license. Attach the
signed contract or license
agreement to the BuyWays
requisition as an External
Attachment. See items 3-5 at
end of this chart under “Notes.”
Does not apply
Does not apply
Does not apply
$50,000.00+
Non-Contract Purchase
available from more
than one source of
supply
No if for a one-time repair.
Yes – Submit to
Procurement for bidding.
Enter a Requisition in the
BuyWays Purchasing
system & use the
“Temporary Vendor
Code.” Attach written
specifications to the
requisition as an Internal
attachment.
Yes – if for maintenance contract.
Obtain when bid is awarded.
See NOTES, items 3-5 at end of
this chart.
Page 8 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Equipment/Software Maintenance
1
Total Dollars for the
Entire Contract Term or
One-Time Repair
$50,000.00+
Sole Source, NonContract Purchase
1.
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
Does not apply
2
# of Quotes Required
Yes – 1 written quote –
Attach to BuyWays
requisition as an External
Attachment and reference
quote number in line
description.
3
4
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
Yes – Attach to
BuyWays requisition as
an Internal Attachment.
Reference the Quote
Number on SSJ form
Select Sole Source
checkbox in Final
Review tab of the
requisition.
Procurement will review
justification and make final
decision as to whether
purchase qualifies as a
sole source. If it does, a
public bid is unnecessary.
Depending on total cost
Procurement may require
additional justification.
5
Is a Contract
Agreement/Software License
Required?
Yes – Attach the signed contract
or software license with quote to
the BuyWays requisition as an
External Attachment. See items
3-5 at end of this chart under
“Notes.”
NOTES:
Contract Types: University, Campus, State, E&I, MHEC – For Non-catalog Requisitions, select Contract name and number in the BuyWays requisition Contract field
on the Final Review tab at the line level. Contract Agreements must reference the Contract Name and Number. This is an audit requirement. Multiple requisitions to
the same vendor may not be issued to avoid dollar limits.
2.
Contract ID’s: Select the Contract Name and Number at the line level in the Final Review tab of the BuyWays requisition, if available, for non-catalog items that are
covered by a Campus, University, State, MHEC, or E&I contract. If the contract ID is not set up in BuyWays, you may reference the Contract ID in an External line
comment, or contact Procurement to request that it be added to BuyWays.
3.
Software Maintenance/Licenses: All IT purchases, including, but not limited to, Software Licenses, must be accompanied by a completed IT Review form. If the
response to any of the questions on the form is YES, the purchase must be reviewed and approved by the administrative or academic IT person in your area who is
responsible for system security. If you need assistance with any of the contract or license terms and conditions, contact the Procurement Department.
4.
Contract Agreements: Adjust contract terms and conditions as follows before you sign:

The Commonwealth/University pays in arrears, at the end of a service period.

Contractor may bill monthly, quarterly, semi-annually, in arrears.

The Commonwealth/University will not pay attorney’s fees.

The Commonwealth/University will not sign off on any contract that contains a hold harmless clause.

All contracts must be construed under the laws of the Commonwealth of Massachusetts.

Contracts that require the signature of the Associate Treasurer will be reviewed/addended by UMass President’s Office legal staff.
5.
Contract Agreements that contain evergreen (automatic renewal) clauses: Requisitions that are issued in subsequent years must be accompanied by a copy of
the original contract and a letter from the vendor with the current rate(s). Attach to the BuyWays requisition as an External attachment.
6.
Facility Equipment Maintenance/Repair (account code 768300): If service requires wage rates or insurance, contact Procurement for proper procedures.
Page 9 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Equipment/Software Maintenance
1
Total Dollars for the
Entire Contract Term or
One-Time Repair
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
5
Is a Contract
Agreement/Software License
Required?
7.
Change Orders: A BuyWays Change Request Requisition is required to make any change to a purchase order against an Equipment/Software Maintenance Contract
Agreement, or to the contract agreement itself, if the contract/agreement totals $5,000 or greater. If such a contract/agreement is amended, some sort of written
amendment is required that has been signed by all the parties that signed the original.
8.
Attachments: Documentation for requisitions should be attached to the requisition as an Internal or External attachment. See
http://www.umass.edu/procurement/docs/Buyways FAQs 06-14-13.docx BuyWays FAQ for instructions on when an attachment should be Internal or External. Do
not send attachments to Procurement through the campus mail unless prior authorization is given by a Procurement Analyst.
9.
Sole Source: Read the Sole Source for Professional Services Documentation form for an explanation of requirements that must be met to qualify for sole source.
The forms are available at http://www.umass.edu/procurement/Fill-In_Forms/formindex.htm
10.
Confirming Purchases: Requisition Numbers may not be used to commit to vendors. Only purchase orders that have been distributed to the vendor may be used to
authorize a purchase. Any purchase requisition that has the Confirming-Not sent to vendor checkbox selected will result in a purchase order that will not be distributed
to the vendor. If the vendor asks for a copy, you may print and transmit the order to them. Never select that checkbox for a catalog order. It will not go to the vendor.
11.
Employees: You may not contract for equipment/software maintenance/repair with a University employee. Reimbursements are also inappropriate in this object
class.
12.
Procurement Department Web Site: Visit the Procurement Department web site for access to information about the Procard, contract details, forms, BuyWays data
entry training, job aids, etc. http://www.umass.edu/procurement/ Procurement publishes a bi-monthly newsletter, The BuyLine. The newsletter contains the latest
information on the BuyWays purchasing system and purchasing policies.
13.
Contact Information: Procurement Department Main telephone number = 545-0361; Fax Number = 413 545-1643
14.
If using State appropriated funds, contact a Procurement Analyst in Procurement for guidance.
15.
When in doubt, check it out with Procurement.
Click here to go back to the beginning of Chart_B
Page 10 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Contracts for Services
CHART C –SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES - UPDATED FOR BUYWAYS JULY 2013
PURCHASE TYPE: CONTRACTS FOR SERVICES
ACCOUNT CODES:
Account Code Range
Expenditure Classification Description – Includes Codes in:
757030-762980
Consultants, Operational Services, Construction/Bldg. Maint., Technology
772010-772140
Construction/Bldg. Maint.
To access alpha and numeric lists of account codes , their definitions, and Contract Types, click on: Alpha-Numeric List with Object Class
To access the Contracts for Services forms, click here: Contracts for Services Forms
To access the list of Commodity Codes and the names and telephone numbers of the Purchasing Analysts who are responsible for their
review, click on BuyWays Procurement Workflow and Commodity to Account Crosswalk
To access the complete list of PO account codes and their definitions, go to http://www.umass.edu/aco/objcde/index.htm
1
Total Dollars for the
Entire Contract Term
Less than $10,000.00
Contract, Non-Contract,
Sole Source
$10,000.00- $50,000.00
Contract
Is Contract /Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
4
5
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
Is a Contract for Services
Agreement Required?
No - Department and vendor
may elect to have one. Attach
to BuyWays requisition as an
External Attachment.
The purchase order is your
contract. Make sure that the
purchase requisition
references the start and end
dates of the service, a clear
description of the service, a
line for expenses, if applicable,
and the not to exceed amount.
Yes – Select Contract Name
and Number in Final Review
tab at the line level, if
available, for non-catalog
items. Unnecessary to add
contract ID for a catalog item.
NOTE: Purchase items
through a BuyWays catalog if
items are available.
BuyWays catalog items are
contract items.
None
Provide prevailing wage
rates and insurance if
applicable
No
No
Yes, if available – Select
Contract Name and Number
in Final Review tab at the line
level, if available, for noncatalog items. Unnecessary
None
Provide prevailing wage
rates and insurance if
applicable
Does not apply
No
Yes – Long Form CFS. Attach
to BuyWays requisition as an
External Attachment. See
note #7 at the end of this chart.
Page 11 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Contracts for Services
1
Total Dollars for the
Entire Contract Term
Is Contract /Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
to add contract ID for a
catalog item.
NOTE: Purchase items
through a BuyWays catalog if
items are available.
BuyWays catalog items are
contract items
5
Is a Contract for Services
Agreement Required?
Exception: If service requires
Prevailing Wage Rates and
Insurance, contact
Procurement for processing
instructions.
$10,000.00- $50,000.00
Non-Contract
Purchases available
from more than one
source of supply
Does not apply
Yes – Obtain 3 written
quotes and attach to
BuyWays requisition.
(Awarded vendor =
External Attachment;
Others = Internal
Attachment)
Unless justified in writing
the quote selected must be
the lowest of the 3,
including any expenses
that might apply
Exception: If service
requires prevailing wage
rates and insurance
contact Procurement for
processing instructions.
Does not apply
No
$10,000.00- $50,000.00
Sole Source, NonContract
Does not apply
Yes – Obtain written quote
and attach to BuyWays
requisition as an external
attachment.
Yes – Attach to BuyWays
requisition as an Internal
Attachment and reference
quote number on SSJ form
Select Sole Source
checkbox in Final Review
tab of the requisition
Procurement will review
justification and make
final decision as to
whether purchase
qualifies for sole source.
If it does, multiple quotes
are unnecessary.
$50,000.00+
Contract Purchase
Yes, if available – Select
Contract Name and Number
in Final Review tab at the line
level, if available, for noncatalog items.
Unnecessary to add contract
Yes – Obtain 1 written
quote and attach to
BuyWays requisition as an
external attachment.
Does not apply
No
Yes – Long Form CFS. Attach
to BuyWays requisition as an
External Attachment. See
note # 7 at the end of chart.
Exception: If service requires
Prevailing Wage Rates and
Page 12 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Contracts for Services
1
Total Dollars for the
Entire Contract Term
Is Contract /Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
ID for a catalog item.
NOTE: Purchase items
through a BuyWays catalog if
items are available there.
BuyWays catalog items are
contract items
$50,000.00+
Does not apply
Does not apply
Does not apply
Yes – Submit to
Procurement for bidding.
Enter a Requisition in the
BuyWays Purchasing
system and use the
“Temporary Vendor
Code.” Attach written
specifications to the
requisition as an internal
attachment.
Yes – Long Form CFS. Attach
to BuyWays requisition as an
External Attachment. See
note # 7 at the end of chart.
Exception: If service requires
Prevailing Wage Rates and
Insurance, contact
Procurement for processing
instructions.*
Does not apply
Yes – Obtain 1 written
quote – Attach to BuyWays
requisition as an External
Attachment and reference
quote number in line
description.
Yes – Attach to BuyWays
requisition as an Internal
Attachment and reference
the quote number on SSJ
form.
Select Sole Source
checkbox in Final Review
tab of the requisition.
Procurement will review
justification & make final
decision as to whether
purchase qualifies for sole
source. If it does a public
bid is unnecessary.
A sole source bid may be
required if Procurement
deems it necessary.
Yes – Attach the signed
contract with quote to the
BuyWays requisition as an
External Attachment. See
notes # 3, 4 & 5 at end of chart
Sole Source, noncontract
1.
Is a Contract for Services
Agreement Required?
Insurance, contact
Procurement for processing
instructions.*
Non-Contract
Purchases available
from more than one
source of supply
$50,000.00+
5
NOTES:
Subcontracts: Account Codes 757270, 757271, and 757275 are exceptions to the use of the Contract for Service form. Subcontracts are associated with their own
unique grant contract agreements. Questions concerning subcontract agreements should be referred to the respective grant accountant in the Controller’s Office.
2.
Contract Types: University, Campus, State, E&I, MHEC – For Non-catalog Requisitions, select Contract name and number in the BuyWays requisition Contract field on
the Final Review tab at the line level. Contract Agreements must reference the Contract Name and Number. This is an audit requirement. Multiple requisitions to the
same vendor may not be issued to avoid dollar limits.
3.
Contract ID’s: Select the Contract Name and Number at the line level in the Final Review tab of the BuyWays requisition, if available, for non-catalog items that are
covered by a Campus, University, State, MHEC, or E&I contract. If the contract ID is not set up in BuyWays, you may reference the Contract ID in an External line
comment, or contact Procurement to request that it be added to BuyWays.
4.
Employees: Contracts for Services may not be issued to University employees, or to any individual whom the IRS might consider to be an employee.
Page 13 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Contracts for Services
1
Total Dollars for the
Entire Contract Term
Is Contract /Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
4
Is Sole Source
Justification Form
Required?
5
Are Public Bids Thru
Procurement Required?
Is a Contract for Services
Agreement Required?
Reimbursement to employees is inappropriate in these subsidiaries.
5.
Change Orders: If the total value of the Contract for Services is greater than $10,000, a written amendment must be done that has been signed by all the original
parties. If the change is to a purchase order for $10,000 or less that had no contract done, and if the change will make the total value of the purchase order total more
than $10,000, a long form Contract for Service must be provided. Submit as an External attachment to the BuyWays Change Request requisition form. If an increase
would put the order in another dollar category that would require legal review, competitive quotes, or public bids, contact Procurement for guidance. The Contract for
Services form and the amendment form are on our web site. See Forms
6.
Attachments: Documentation for requisitions should be attached to the requisition as an Internal or External attachment. See
http://www.umass.edu/procurement/docs/Buyways FAQs 06-14-13.docx BuyWays FAQ for instructions on when an attachment should be Internal or External. Do not
send attachments to Procurement through the campus mail unless prior authorization is given by a Procurement Analyst.
7.
Contract Agreement: Note that all contracts must be signed by the appropriate parties and attached to the BuyWays requisition as an External attachment.
Procurement does not require an original copy of the contract with original signatures. This will enable the CFS forms to be submitted to and from the vendor
electronically. Make sure that the vendor signs the contract FIRST, before any UMass signatures are affixed. Disputes over contract terms and conditions between the
department and the vendor must be resolved by Procurement or campus legal counsel, regardless of the dollar amount of the contract. Contact the Procurement
Department for guidance.
Note that the Contract Start Date cannot precede the effective date of the contract.
Signature Requirements for Contracts for Services (CFS): In addition to the signature of the individual in the requesting department who has signatory authority over
the budget charged, the following signatures are required:
CFS Purchase Type*
Total $ Value of Contract
Signature of
Consultant Services
Operational Services
$10,000-$50,000
Director of Procurement
X
X
$50,000+
Vice Chancellor
X
X
$100,000+
Campus Legal Counsel**
X
X
$300,000+
President
X
* Contract for Services Purchase Type is determined by the Account Code charged. See University Account Codes for Purchase
Requisitions/POs for the list of PO account codes and the CFS Purchase Types.
**All contracts for legal services must be reviewed by Legal Counsel, regardless of dollar amount
Please allow ample processing time. The approval process can take several weeks when legal review and the President’s signature are required.
Page 14 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Contracts for Services
1
Total Dollars for the
Entire Contract Term
Is Contract /Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
# of Quotes Required
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
5
Is a Contract for Services
Agreement Required?
8.
Sole Source: Read the Documentation form for Professional Services for an explanation of the requirements that must be met to qualify for sole source. See Forms
9.
Confirming Purchases: Requisition Numbers may not be used to commit to vendors. Only purchase orders that have been distributed to the vendor may be used to
authorize a purchase. Any purchase requisition that has the Confirming-Not sent to vendor checkbox selected will result in a purchase order that will not be distributed to
the vendor. If the vendor asks for a copy, you may print and transmit the order to them.
10.
Procurement Department Web Site: Visit the Procurement Department web site for access to information about the Procard, contract details, forms, BuyWays data
entry training, job aids, etc. http://www.umass.edu/procurement/ Procurement publishes a bi-monthly newsletter, The BuyLine. The newsletter contains the latest
information on the BuyWays purchasing system and purchasing policies.
11.
Contact Information: Procurement Department Main telephone number = 545-0361; Fax Number = 413 545-1643
12.
If using State appropriated funds, contact a Procurement Analyst in Procurement for guidance.
13.
WHEN IN DOUBT, CHECK IT OUT WITH PROCUREMENT.
14.
* Prevailing Wage Rates and Insurance: Required for all trade labor at dollar one ($1) and up; for example, installation of carpet, carpentry, electrical, plumbing, etc.
Campus departments should contact the Procurement Department for processing instructions, which are governed by Commonwealth of Massachusetts law.
Click here to go back to the beginning of Chart_C
Page 15 of 21
Last Update: March 24, 2015
UMass Amherst Purchasing Policy
Rentals/Leases
CHART D –SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES – UPDATED
FOR
BUYW AYS J ULY 2013
PURCHASE TYPE: SPACE RENTAL/LEASE; EQUIPMENT RENTAL, LEASE; LEASE-PURCHASE
ACCOUNT CODES:
Account Code Range
Expenditure Classification Description – Includes Codes In:
735902, 754100
Space Rental
766100-767880
Equipment Rental, Lease; Equipment Lease-Purchase;
Technology
To access alpha and numeric lists of account codes and their definitions, click on:
Alpha-Numeric List with Object Class
To access the list of Commodity Codes and the names and telephone numbers of the Purchasing Analysts who are
responsible for their review, click on BuyWays Procurement Workflow and Commodity to Account Crosswalk
To access the complete list of PO account codes and their definitions, go to http://www.umass.edu/aco/objcde/index.htm
1
Total Dollars for the
Entire Contract Term
Less than $10,000.00
Contract, Non-Contract,
Sole Source
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
Yes – If available Select
Contract Name and
Number in Final Review tab
at the line level, if available,
for non-catalog items.
Unnecessary to add
contract ID for a catalog
item.
NOTE: Purchase items
through a BuyWays catalog
if items are available there.
BuyWays catalog items are
contract items.
2
3
4
Is a Contract Agreement
from the Vendor
Required?
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
Yes – Maintain in
departmental files. Change
Orders unnecessary as
long as total does not equal
or exceed $10,000.
No
No
5
Additional Information
(applies to all dollar
ranges in this chart,
regardless of contract
availability)
Space Rental
(735902): Daily space
rentals (for conferences,
seminars, etc., short-term
rentals up to 30 days)
should be charged to
735902.
Page 16 of 21
Last Save Date: 03/24/15
UMass Amherst Purchasing Policy
Rentals/Leases
1
Total Dollars for the
Entire Contract Term
$10,000.00 to $50,000.00
Contract Purchases
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
Yes, If available – Select
Contract Name and
Number in Final Review tab
at the line level, if available,
for non-catalog items.
Unnecessary to add
contract ID for a catalog
item.
NOTE: Purchase items
through a BuyWays catalog
if items are available there.
BuyWays catalog items are
contract items
$10,000.00-$50,000.00
Non-Contract Purchases
available from more than
one source of supply
$10,000.00-$50,000.00
Sole Source, NonContract
Does not apply
Does not apply
2
Is a Contract Agreement
from the Vendor
Required?
Yes – attach signed
contract to the BuyWays
requisition as an External
attachment.
University CFS may be
used in place of vendor
agreement as long as all
terms and conditions are
included.
Yes – attach signed
contract to the BuyWays
requisition as an External
attachment.
University CFS may be
used in place of vendor
agreement as long as all
terms and conditions are
included.
Yes- Attach signed contract
to BuyWays requisition as
an External attachment.
University CFS may be
used in place of vendor
agreement if all terms &
conditions are included.
3
Is Sole Source
Justification Form
Required?
4
Are Public Bids Thru
Procurement Required?
No
No
No
No. Obtain 3 written
quotes and attach to
BuyWays requisition.
Awarded vendor = External
Attachment; Others =
Internal Attachments
Unless justified in writing,
the quote selected must be
lowest of the 3 including all
expenses that apply.
Exception: If service
requires prevailing wage
rates and insurance contact
Procurement for processing
instructions.
Yes – Attach to BuyWays
requisition as an Internal
Attachment and reference
Quote # on SSJ form
Select Sole Source
checkbox in Final Review
tab of the requisition.
Procurement will review
justification and make final
decision as to whether
purchase qualifies for sole
source. If it does,
competitive quotes are
unnecessary.
5
Additional Information
(applies to all dollar
ranges in this chart,
regardless of contract
availability)
Space Lease (754100):
Requires legal assistance
and might require Board of
Trustee approval. Contact
the Procurement
Department to discuss
before you use this code.
Equipment Rental/Lease:
Need a contract agreement
for University’s protection.
Need to know terms and
conditions in case of loss/
damage to equipment.
Short-term rentals are not a
problem.
Long-term leases, or leasepurchases, are more
complex and require a caseby-case review.
See NOTES at end of this
chart for information
about contract terms and
conditions and signature
requirements.
Page 17 of 21
Last Save Date: 03/24/15
UMass Amherst Purchasing Policy
Rentals/Leases
1
Is Contract/ Catalog Use
Required (University,
Campus, MHEC, E&I,
State)?
2
3
4
Is a Contract Agreement
from the Vendor
Required?
Is Sole Source
Justification Form
Required?
Are Public Bids Thru
Procurement Required?
Yes, if available – Select
Contract Name & Number
in Final Review tab at line
level, if available, for noncatalog items.
Unnecessary to add
contract ID for catalog item.
NOTE: Purchase items
through a BuyWays catalog
if items are available there.
BuyWays catalog items are
contract items
Yes – attach signed
contract to the BuyWays
requisition as an External
attachment.
University CFS may be
used in place of vendor
agreement as long as all
terms and conditions are
included.
No
No
$50,000.00+
Non-Contract Purchases
available from more than
one source of supply
Does not apply
No
No
$50,000.00+
Does not apply
Total Dollars for the
Entire Contract Term
$50,000.00+
Contract Purchases
Sole Source, NonContract
Yes – 1 written quote –
Attach to BuyWays
requisition as an External
Attachment and reference
quote number in line
description.
Yes – Attach to BuyWays
requisition as Internal
Attachment and reference
Quote Number on SSJ
form
Select Sole Source
checkbox in Final Review
tab of the requisition.
Yes – Submit to
Procurement for bidding.
Enter requisition in the
BuyWays Purchasing
system and use the
“Temporary Vendor Code.”
Attach written
specifications to requisition
as an internal attachment.
Procurement will review
justification and make final
decision as to whether
purchase qualifies for sole
source. If it does a public
bid is unnecessary. A sole
source bid may be required
if Procurement deems
necessary.
5
Additional Information
(applies to all dollar
ranges in this chart,
regardless of contract
availability)
Space Lease (754100):
Requires legal assistance
and might require Board of
Trustee approval. Contact
the Procurement
Department to discuss
before you use this code.
Equipment Rental/Lease:
Need a contract agreement
for University’s protection.
Need to know terms and
conditions in case of loss/
damage to equipment.
Short-term rentals are not a
problem.
Long-term leases, or leasepurchases, are more
complex and require a caseby-case review.
See NOTES at end of this
chart for information about
contract terms and
conditions and signature
requirements.
Page 18 of 21
Last Save Date: 03/24/15
UMass Amherst Purchasing Policy
1.
Rentals/Leases
NOTES:
Contract Types: University, Campus, State, MHEC, E&I – For Non-Catalog Requisitions, select Contract name and number in the BuyWays Requisition Final Review
tab. Quotes shall reflect acknowledgement of the Contract Name and Number and reference the discount or markup, depending on how the contract award is structured.
This is an audit requirement. Multiple requisitions to the same vendor may not be issued to avoid dollar limits.
2.
Contract ID’s: Select the Contract Name and Number at the line level in the Final Review tab of the BuyWays requisition, if available, for non-catalog items that are
covered by a Campus, University, State, MHEC, or E&I contract. If the contract ID is not set up in BuyWays, you may reference the Contract ID in an External line
comment, or contact Procurement to request that it be added to BuyWays.
3.
Contract Agreements: Adjust contract terms and conditions as follows before you sign. (The terms and conditions of all lease and rental contract agreements are
subject to the review and approval of Procurement, legal review and additional administrative signatures as required. See signature requirements, below.)
4.

The Commonwealth/University pays in arrears.

Contractor may bill monthly, quarterly, semi-annually, in arrears.

The Commonwealth/University will not pay attorney’s fees.

The Commonwealth/University will not sign off on any contract that contains a hold harmless or indemnity clause.

All contracts must be construed under the laws of the Commonwealth of Massachusetts.
Purchase Orders Against Multi-Year Contract Agreements: For non-grant/project budgets, departments should only encumber funds on purchase orders for only
one fiscal year at a time. Subsequent fiscal years against the agreement may be encumbered against the original purchase order by entering a Change Request
Requisition for the appropriate budget period. This feature is inappropriate for contracts that require a new contract agreement each fiscal period, or against purchase
orders that have been closed out.
Requisitions/orders issued against grant or project budgets may be encumbered from the effective date, to the expiration date, of the grant or project budget charged.
5.
Change Orders: Any change to the purchase order, or to the contract agreement itself, must be done as a Change Request/Change Order if the total value of the
contract is $10,000 or greater, or if the change to the contract will make the total equal $10,000 or greater. A written amendment to the contract that has been signed by
all the original parties is required for such changes to the contract agreement. Contact your Procurement Analyst in Procurement for guidance.
6.
Signature Requirements for rentals/leases: In addition to the signature of the vendor, and the individual in the requesting department who has signatory authority
over the budget charged, the following administrative signatures are required on the rental/lease agreement. Procurement will obtain the signatures:
Total $ Value of Contract
Signature or Initials of
$10,000-$50,000.00
Director of Procurement
$50,000+
Vice Chancellor
$100,000+
Campus Legal Counsel
$300,000+
Chancellor
Please allow ample processing time. The approval process can take several weeks when legal review and additional signatures are required.
Page 19 of 21
Last Save Date: 03/24/15
UMass Amherst Purchasing Policy
7.
Rentals/Leases
NOTES (Cont.)
Financing for Equipment Lease-Purchase: Contact the Procurement Department for instructions if your purchase requires outside financing. The process is not
recommended for purchases valued at less than $100,000. Plan well in advance.
8.
Attachments: Documentation for requisitions should be attached to the requisition as an Internal or External attachment. See
http://www.umass.edu/procurement/docs/Buyways FAQs 06-14-13.docx BuyWays FAQ for instructions on when an attachment should be Internal or External. Do not
send attachments to Procurement through the campus mail unless prior authorization is given by a Procurement Analyst.
9.
Sole Source: Read Sole Source Documentation form for an explanation of the requirements that must be met to qualify for sole source. Financing arrangements are
seldom regarded as sole source.
10.
Employees: Departments may not contract with a University employee, or with any business owned by a University employee.
11.
Procurement Department Web Site: Visit the Procurement Department web site for access to information about the Procard, contract details, forms, BuyWays data
entry training, job aids, etc. http://www.umass.edu/procurement/ Procurement publishes a bi-monthly newsletter, The BuyLine. The newsletter contains the latest
information on the BuyWays purchasing system and purchasing policies.
12.
Contact Information: Procurement Department Main telephone number: 545-0361; Fax Number: 413 545-1643
13.
Confirming Purchases: Requisition Numbers may not be used to commit to vendors. Only purchase orders that have been distributed to the vendor may be used to
authorize a purchase. Any purchase requisition that has the Confirming-Not sent to vendor checkbox selected will result in a purchase order that will not be distributed to
the vendor. If the vendor asks for a copy, you may print and transmit the order to them.
14.
If using State appropriated funds, contact Procurement for guidance.
15.
WHEN IN DOUBT, CHECK IT OUT WITH PROCUREMENT.
Click here to go back to the beginning of Chart_D
Page 20 of 21
Last Save Date: 03/24/15
UMass Amherst Purchasing Policy
Construction, Building Maintenance
CHART E –SYNOPSIS OF PROCESSING REQUIREMENTS FOR PURCHASES – EFFECTIVE JULY 2008
PURCHASE TYPE: LABOR & MATERIALS CONSTRUCTION CONTRACTS AND BUILDING
MAINTENANCE
ACCOUNT CODES:
Account Code Range
772150-772170, 772190-772220
772270-773980
Expenditure Classification Description
Labor and Materials Construction Contracts and
Building Maintenance
To access alpha and numeric lists of account codes and their definitions, click on: Alpha-Numeric List with Object Class
To access the list of Commodity Codes and the names and telephone numbers of the Purchasing Analysts who are
responsible for their review, click on BuyWays Procurement Workflow and Commodity to Account Crosswalk
To access the complete list of PO account codes and their definitions, go to http://www.umass.edu/aco/objcde/index.htm
PURCHASES THAT INVOLVE BUILDING MAINTENANCE OR LABOR AND MATERIALS CONSTRUCTION CONTRACTS REQUIRE PREVAILING WAGE RATES AND
INSURANCE. THESE TYPES OF CONTRACTS MUST BE PROCESSED THROUGH THE UNIVERSITY’S PHYSICAL PLANT, OR FACILITIES PLANNING DIVISION, AS
APPROPRIATE, REGARDLESS OF DOLLAR AMOUNT. SUCH PROJECTS ARE STRICKLY REGULATED BY LAW. VIOLATION IS A CRIMINAL OFFENSE AND CARRIES
PERSONAL LIABILITY. PLEASE CONTACT A PROCUREMENT ANALYST IN THE PROCUREMENT DEPARTMENT IF YOU HAVE ANY QUESTIONS WITH REGARD TO
THESE TYPES OF CONTRACTS.
Examples: Janitorial Services, carpet installation, moving of University property, maintenance of grounds, heating, air conditioning, elevators, carpentry, electrical, plumbing,
building repairs, building construction, etc.
NOTES:
1.
Employees: Departments may not contract with a University employee, or with any business that a University employee or their family has an interest in.
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Last Save Date: 03/24/15