Research Infrastructure
Administrative Resources - 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 . Any questions on preferred vendors
ask Angela, or Joe.
Tax Exempt Certificate and Letter of Continuance
Scroll down to Sales Tax Exemption Certificate (Mass. Form ST-2)
Harvard Tax ID number and other institutional information
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.
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IBM Preferred Vendor
The information on the IBM website gives Harvard pricing as well as detailed
specifications of the products offered. After accessing the URL, choose “Personal Login” in
the IBM section. You will be asked to authenticate (using your Harvard ID and PIN). You can browse
through the equipment available and place an online order. For additional assistance, call 1-877-222-6426,
Option 1, Code 6587.
Software Licensing Through Harvard
FAS Technology Services - 617-495-5450
Harvard Computer Energy Reduction Program
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Most purchases are made on the PO based system called
or ERP either directly yourself or through . However you do need to be entered on the system with purchasing privileges. Please see
for access.
(PDF)
(PDF)
The advantage of using a PO from the EREQ system is that partial
shipments and multiple invoices can be tracked by Joe. All packing slips and invoices have to
go to Joe.
If a new vendor is not on the Harvard system, you need to let Joe know. Either
you or he can call the vendor hotline 617-495-2000 and have the payee put on the system.
You will need to get either a Federal ID number if an incorporated company or a SSN if an individual.
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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 for processing.
All reimbursments and AMEX/EXPEDIA credit cards are processed through
. Please pass all receipts to
and review Harvard's
.
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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
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: )
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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.
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