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UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

BUSINESS AND FINANCIAL AFFAIRS
Materiel Management - Procurement Services
Sec. 707-16: Procedures for Departmental Purchase of Library Materials

Responsible Office: Materiel & Risk Management
Revised: July 2001

References / Resources

UC Business and Finance Bulletins

BUS-43, Materiel Management

Contact: Materiel & Risk Management, Purchasing at (949) 824-6516

A. Categories of Library Materials

Library materials include printed matter, their electronic equivalents, and commercially available software. The specific categories of library materials and their respective object codes are:

Object Code		Category
6200		Books and Maps - General
6250		Books - Hospital
6300		Serials and Subscriptions
6350		Library Book Binding
6386		Serials and Subscriptions - Hospital
6400		Reprints and Microfilming
6410		Xerox and Reproduction
6450		Reprints and Microfilming - Hospital
6500		Sound Recordings
6510		Film and Video Recordings
6515		Rentals - Film and Video Recordings
6520		Instructional Computer Software
6530		Administrative Computer Software

B. Limitations

Purchase Amount (per vendor per day)	Order/Payment Method
Purchase Amount (per vendor per day)	PALCARD	Low Value PO	Petty Cash	Library Blanket PO	High Value PO	Payment to Vendor without PO/Contract	Employee Reimbursement
Up to $100	Yes	Yes	Yes	Yes	Yes	Yes	Yes
$101-$500	Yes	Yes	No	Yes	Yes	No	Yes
$501-$2,500	Yes	Yes	No	Yes	Yes	No	No
More than $2,500	No	No	No	No	Yes	No	No

C. Methods of Purchase

An approved purchase order must be in place PRIOR to committing University funds.

1. PALCard

2. Payment (Reimbursement) to University Employee

a. Prepare a Check Request and include the following:

employee's name and address
employee's US citizenship status, California residency status, UC employee status, social security number, and employee number
description of payment to be printed on the check or electronic funds transfer notification
full accounting unit (location, account, cost center, fund, project, sub, object, and source) to be charged and the applicable amount(s)
total amount to be paid to the employee
concise, but complete description/explanation of the payment

name, department, and phone number of the preparer

Note: Employees may be reimbursed for library materials and other items with a single Check Request. Separate treatment of library materials is not required.

b. Send approved Check Request and original receipt(s) to the Accounting Office, Zot Code 1050, or deliver to 3900 Berkeley Place.

3. Low Value Purchase Order

4. Library Blanket Purchase Order (LBPO)

a. Low value purchasing limits apply, i.e., maximum of $2,500 per vendor per day.

b. An LBPO may be established for multiple years. However, orders to be charged to funds with end dates must expire no later than the end date of the fund. An LBPO may be renewed.

c. An LBPO is NOT encumbered on the Financial System.

5. High Value Purchase Order

Alpha Index : Table of Contents : Official University Policies & Procedures : Questions : UC Irvine