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Purchasing

In a recent report to Harvard by outside consultants, an identified potential cost saving area for all departments at Harvard is to increase the use of preferred vendors agreements. See http://vpf-web.harvard.edu/ofs/procurement/ven_par.shtml. Any questions on preferred vendors ask Angela, or Joe.

Tax Exempt Certificate and Letter of Continuance
http://able.harvard.edu/documents/search.do
Scroll down to Sales Tax Exemption Certificate (Mass. Form ST-2)

Harvard Tax ID number and other institutional information
http://vpf-web.harvard.edu/osr/proposal/prop_pr_sheet.shtml

For purchases on sponsored funds and over $5,000, or other purchases over $50,000, a Vendor Justification Form must be completed and passed to Joe. [PDF]


COMPUTER  RELATED

University Information Services
http://www.uis.harvard.edu/

Technology Services
http://www.uis.harvard.edu/technology_services/

Software Licensing Through Harvard
http://www.uis.harvard.edu/software_licensing/


WEB  VOUCHER  SYSTEM

Rowland also uses the web voucher system. Generally, non PO type purchases are paid using the Web Voucher System. All packing slips and invoices should be passed to Joe for processing.

All reimbursments and AMEX/EXPEDIA credit cards are processed through Gina. Please pass all receipts to Gina and review Harvard's travel policies.


P-CARD

You may apply for a P-Card which is a university supported credit card and can be used for most purchases but NOT for travel. See http://isites.harvard.edu/fs/docs/icb.topic428680.files/pcard_application.pdf for more detail and for an application. Please submit the form to Angela.

To receive your P-Card, you will have to attend training on the main campus.

P-Card Password Default: first 8 digits of your HarvardID#
Contact Angela with problems.

P-Card receipts to Angela at the time of purchase. Receipts (and this is especially true for electronic receipts) must show information tying the vendor to the amount.

The Purchasing Card is not to be used for:

  • travel and entertainment purchases, such as:
    • airline tickets
    • travel agencies
    • hotels
    • car rentals
    • restaurants outside the Boston/Cambridge vicinity
    • automotive gasoline
    • tolls
    • theaters
    • clubs
    • railroad tickets
    • bus tickets
    • cruise ships
    • cash advances
    • travelers checks
  • gifts:
    • any gift over $75
    • all gift certificates
  • animals and animal-related purchases
  • services of non-incorporated providers
    • Catering (non-incorporated)
    • Consulting (non-incorporated)
    • Repairs (non-incorporated)
    • Maintenance (non-incorporated)
  • internal service providers (i.e., any vendor using Harvard's 33-digit chart of accounts)
  • prescription drugs and controlled substances
  • hazardous materials
PCard Help Desk at 496-CARD (e-mail: pcard@harvard.edu)


PETTY  CASH

If you puchase something with your own funds, you may be able to recoup from petty cash if under $50. See Gina, x.2640, for petty cash.

If purchasing for a grant , please do not use petty cash but one of the other purchasing methods described.