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If you purchase goods or services for your department, read this page to learn what items are restricted from a Department Order.
Note: Use Department Order only if your department does not yet have access to Marketplace, UCSD’s new online buying site, or the supplier you wish to buy from is not available through Marketplace. Check the list of departments and representatives (Excel) to find out if your department has access.
Certain items, regardless of their value may not be purchased on a Department Order. This table also includes the process for obtaining those items.
Note: Regardless of these restrictions, any attempt to avoid the High Value process by artificially dividing purchases into individual orders less than $2,500 is prohibited and subject to withdrawal of low value purchase authority.
| What is it? | What do I do? |
|---|---|
| Goods or services in excess of $2,500 unless the authority assigned within a given department is less | Submit a High Value Purchase Requisition. Note: Any attempt to avoid the High Value process by artificially dividing purchases into individual orders less than $2500 is prohibited and subject to withdrawal of purchasing authority. |
| Alcohol, beverages | Refer to the policy on the Consumption of Alcoholic and/or Malt Beverages. |
| Alcohol, ethyl, (ethanol, tax-free) | See How to Buy Tax-Free Alcohol. |
| Animals | See Animal Acquisitions. |
| Awards | Submit a Payment Authorization online. Also, see Gifts and Awards. |
| Catering | For an entertainment event, see Entertainment: Allowable Expenses and Occasions. To use UCSD Catering Services, see Recharging UCSD Catering or Faculty Club Expenses. If no entertainment is involved, submit a High Value Purchase Requisition. |
| Chartering of buses, shuttles, boats, planes, etc. | Submit a High Value Purchase Requisition. |
| Construction (on-site), including carpet, window coverings, and remodeling | See How to Request Facilities Management Services. |
| Consultant services | See Independent Contractor/ Consultant Guidelines or contact Patrick Little, (858) 534-4439. |
| Controlled substances, regardless of cost | See Controlled Substances: Managing Inventory. For information, contact Wendy Scott, CS Program Manager, (858) 534-1362, or Sara Stoddard, (858) 534-4438. |
| Copiers, regardless of value | Contact Imprints, UCSD's copier service, (858) 534-2534 or sumbit a Copier Equipment Request form (PDF). |
| Equipment repairs on other than university-owned equipment | Submit a High Value Purchase Requisition. |
| Equipment rental or straight lease in excess of $2500 total rental fee or requiring signed agreement/ terms and conditions | Submit a High Value Purchase Requisition. |
| Equipment | Submit a High Value Purchase Requisition. Note: All items defined as equipment, unless purchased through STORE or the UCSD Bookstore, must be processed via High Value Purchase Order to ensure proper recording of the asset. |
| Express Order commodities, products and/or services | Refer to Express Order Overview, for an explanation of Express Order vendors, commodities, as well as instructions. |
| Fabrications with a purchase value of more than $2,500 | Submit a High Value Purchase Requisition. Also, see How to Handle a Fabrication for more information. |
| Firearms, explosives, and ammunition regardless of cost | Submit a High Value Purchase Requisition. |
| Flowers | Submit a Payment Authorization online. Also, see Gifts and Awards: Flowers. |
| Foreign purchases, (except subscriptions and renewals to foreign journals) | Submit a High Value Purchase Requisition. |
| Gifts/ Gift Certificates | Submit a Payment Authorization online. Also, see to Gifts and Awards. |
| Goods or services from any officer or employee of the university or from a near relative of any officer or employee | Submit a High Value Purchase Requisition Also, see Independent Contractor/Consultant Guidelines for information on Employee-Vendor relationships. |
| Independent contractors and independent consultants services | See Independent Contractor/ Consultant Guidelines or contact Patrick Little, (858) 534-4439. |
| Meals, travel, or entertainment expenses | Use the UCSD Travel Card. Also, see Travel for contacts and guidelines. |
| Memberships | Submit a Payment Authorization online. See Membership Guidelines. |
| Personal purchases | Personal purchases are not allowed under any circumstances. |
| Postage | All purchases of postage from the US Postal Service must be obtained through UCSD Mail Services, (858) 534-1164. |
| Precious metals | Submit a High Value Purchase Requisition. |
| Professional and personal services (Independent Contractors and Independent Consultants services) | See Independent Contractor/ Consultant Guidelines or contact Patrick Little, (858) 534-4439. |
| Radioactive materials (regardless of cost) | Placing online orders for radioactive isotopes requires special authorization. Contact Sara Stoddard, (858) 534-4438) for details of these procedures, or see Buying Radioactive Materials. |
| Real estate rentals or leases | Contact the Real Estate office at (858) 534-7480. |
| Relocations: household or office moves | Contact Mary Watt, (858) 534-6720. Also see Overview: Move/ Transfer Expenses or Overview: Relocation Allowance for guidelines, authroizations, and contacts. |
| Subcontracts, subawards, or agreements involving sponsored projects | Contact Michael Spencer, 822-4392, or see Subcontract Overview. |
| If a supplier contract is required: DO NOT SIGN A SUPPLIER CONTRACT, including those for maintenance or service agreements. | Only a professional buyer has the delegated authority to sign contracts for the university. If your purchase require a signed contract, please contact a professional buyer in your area. |
| Temporary employees | Contact Temporary Employment Services, (858) 534-4604. |
| Vehicle maintenance, supplies, and services | Submit a High Value Purchase Requisition. |
| Vehicle rentals, leases, or purchases | Submit a High Value Purchase Requisition. |