Hierarchy of Purchasing Goods and Services

There are seven methods available for the acquisition of goods and services. See the list below in order of priority consideration:

Preferred selection when goods/services are available through an internal supplier.

Internal suppliers are Ohio State units that provide a variety of goods/services. Users should consider an internal supplier before other resources.

Preferred selection when goods/services are not available through an internal supplier.

Buckeye Buy is Ohio State’s online portal for ordering goods/services from the OSU Stores Warehouse, Internal Suppliers, or contracted suppliers with hosted catalogs.  Users should consider Buckeye Buy options before other resources.

Preferred selection when goods/services are not available through an internal supplier or Buckeye Buy.

The University Procurement Card (PCard) is a bank issued credit card for use with business related purchases, including travel.

How to determine if a good/service is eligible for use on a PCard:

Review goods/services available through Internal Suppliers or Buckeye Buy first.

Review goods/services available on contract that should be procured through a Purchase Order.

The Supplier Invoice Request (SIR) Process is used in limited circumstances to pay supplier invoices that do not require a purchase order (non-PO). It is managed by the Accounts Payable (AP) department. We use Workday to process and pay supplier invoices.

The university is a purchase order driven organization; a purchase order should be used in most purchases. A purchase order is a formal, numbered record/document issued after a requisition for goods and services receives approval. An approved purchase order is issued to a supplier to initiate the delivery of goods and services. A purchase order accepted by a supplier constitutes a legal and binding contract between the university and the supplier that includes terms and conditions.

Examples of supplier invoice requests include:

• Buck-ID Merchant Reimbursements
• Commission Payments – External Ticket Sales
• Conference Registration
• Dues and Memberships
• Foreign Payments
• Legal Services
• Library Acquisitions
• Medical Services/Insurance for Student Athletes
• Utilities – Energy and Non-Energy

A Miscellaneous Payment is a payment made to a person (U.S. citizen or resident alien) or an entity that is not an OSU supplier.  Miscellaneous Payments should be infrequent and are typically to provide a one-time payment for costs that are not feasible through other procurement options. Miscellaneous payment requests can be used in the following situations:

• Affiliate Payment and Cost Sharing Arrangements
• Cash Advance Payments for Human Subjects
• Charitable donation
• Conference registration (when PCard or reimbursement is not an option)
• Direct Payments to Human Subjects
• Employee assistance (non-payroll, non-supplier taxable payments to employees)
• Honorarium (not to exceed $2,500)
• Petty Cash/Change Fund
• Refund
• Royalties and commissions
• Stipend (not to exceed $750; should not include travel expenses)
• Student awards
• Student organization payment

Reimbursement for goods/services is permitted when other university resources are not available.  When possible, employees should not use personal funds/resources when options are available through Ohio State that are more efficient and will reduce costs (e.g., tax exemption). 

A reimbursement can be issued after an expense is incurred by an employee or guest for business-related expenses, including travel. 

How to determine if a purchase is eligible for reimbursement:

• Purchase must be for university business related expenses.
• Before purchasing with personal resources, contact your unit’s Fiscal Coordinator or Finance Officer for options and guidance.
• Refer to the applicable OSU policies for Expenditures, Purchasing, Travel.

Updated 9/6/2023