Overview: Buying and Paying for Services
On this page:
- Methods
- Strategic Service Providers
- Purchases Requiring Review by Contracts Group
- Purchases Requiring Special Consideration / Treatment
- Related Information
Methods for Buying and Paying for Services at Stanford
There are multiple methods for purchasing services at Stanford.
| Use this method: | When / if: |
|---|---|
| Zip Purchasing (Non-Catalog Requisition) via iProcurement system |
Service provider accepts purchase orders and will invoice Stanford. |
| Purchasing Card via PCard module of Oracle Financials system |
Service provider accepts credit cards, fee for services is under $5,000 and service is not available in SmartMart. |
| SmartMart via iProcurement system |
You are buying certain services (e.g., catering) through the SmartMart catalog. |
| Non-PO Payment Request via Expense Requests system |
You are paying a supplier directly for certain services (e.g., honoraria, human subjects, moving and temporary living expenses, etc.) |
Use of Strategic Service Providers
Stanford partners with several key suppliers to ensure best pricing and service for commonly ordered services. Use these strategic suppliers when buying:
- Temporary Labor
- Travel (Egencia)
- Moving Services
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 services may include:
- loan of equipment or other tangible items
- commissioned work when the results for the work may be copyrighted
- blanket purchase orders, where services are delivered repeatedly over time
See Overview: Purchases Requiring a Bilateral Contract.
Services Requiring Special Consideration / Treatment
Purchase of certain services requires understanding of specific policy. Examples include:
| Services | Special Considerations / Treatment |
|---|---|
| Consultants and Contractors | The determination of whether a worker is classified as an employee or as an independent contractor is related to whether employment taxes are withheld and paid by the employer. See Employee versus Independent Contractor Status. |
| Construction | For capital projects over $50,000, expenditures which improve or add to the value of the asset, or extend the useful life of the asset are capitalizable as part of the project's cost. All other costs must be expensed. See Cost Guidelines for Capital Project. |
| Web-based Applications | Suppliers providing web-based applications through direct purchase or custom development, must be informed of Stanford University Online Accessibility Policy and complete the Stanford Accessibility Procurement Template. To request assistance from a representative of the Stanford Online Accessibility Program, complete the Web Accessibility Support Request form. |
TIP: Use the Buy Pay Guide and look for the caution symbol 
for need–to–know policy when buying certain services.
Related Information