Overview: Buying and Paying for Goods
On this page:
- Methods
- Strategic Suppliers
- Purchases Requiring Review by Contracts Group
- Purchases Requiring Special Consideration / Treatment
- Related Information
Methods for Buying and Paying for Goods at Stanford
There are multiple methods for purchasing goods at Stanford.
| Use this method: | When / if: |
|---|---|
| SmartMart via iProcurement system |
You are buying any of the 4 million+ products available at Stanford-negotiated prices. Notes: |
| Purchasing Card via PCard module of Oracle Financials system |
Items are not available in SmartMart, supplier accepts credit cards and purchase is under $ 5,000. |
| Zip Purchasing (Non-Catalog Requisition) via iProcurement system |
Items are not available in SmartMart and purchase is $5,000 or more. Supplier invoices Stanford Accounts Payable. |
| Non-PO Payment Request via Expense Requests system |
You need Stanford to cut a check to pay a supplier directly for certain types of expenses that do not require a formal purchase order, or for which negotiation by the Purchasing department adds no value, e.g., government fees, permits, etc. May be used for food / catering when a signed agreement is not required by either party. |
Use of Strategic Suppliers
Stanford partners with several key suppliers to ensure best pricing and service for commonly ordered goods. Use these strategic suppliers when buying:
- Scientific and Lab Supplies: Fisher Scientific via SmartMart
- Office Products: OfficeMax via SmartMart
Purchases Requiring Review by Contracts Group
Stanford's Terms and Conditions as stated on Purchase Orders sufficiently constitute the contractual agreement between Stanford and the supplier in most cases. In some cases, however, special terms and conditions and/or a bilaterally signed agreement may be required to protect Stanford. Cases related to the purchase of goods may include:
- loan of equipment or other tangible items
- commissioned work when the results for the work may be copyrighted
- blanket purchase orders, where goods are delivered repeatedly over time
See Overview: Purchases Requiring a Bilateral Contract.
Purchases Requiring Special Consideration / Treatment
Purchase of certain goods requires understanding of specific policy. Examples include:
| Goods | Special Considerations / Treatment |
|---|---|
| Alcoholic Beverages / Alcohol with Business Meal |
|
| Alcohol for Research Use |
|
| Animals |
|
| Capital Equipment |
|
| Gifts | |
| Hazardous Materials |
|
TIP: Use the Buy Pay Guide and look for the caution symbol 
for need–to–know policy when buying certain services.
Related Information