Purchasing FAQ

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Page Contents:

Computer Software & Vendor Risk Assessment
Gift Card Policies: Employees and Non-Employees
Procurement Card (P-Card) Policies
Sole Source Purchases

Computer Software & Vendor Risk Assessment

There are two important aspects of software purchasing:

  1. Data security
  2. Business terms

Both are required for any software purchase! Download this flowchart to help you navigate the software purchasing process.

Step 1: Data Security Step 2: Business Terms
  1. Check the ANR Portal for a listing of software that have passed Vendor Risk Assessments (VRA). 

  2. If you see the software/app you'd like to purchase on that list, note the Agreement Number (and Reassessment Date), and proceed to Step 2: Business Terms.

    1. If there's no Agreement Number on the VRA list, search for the Purchase Agreement in Aggie Enterprise Procurement. 

  3. If you don't see the software/app you'd like to purchase on that list, fill out the VRA Request Form. Depending on the case, IT may require an additional Appendix DS.

  4. If ANR IT does not approve the VRA for the software/app, follow their instructions or select a different software/app. 
  1. Download (or take screenshots of) Terms & Conditions or Terms of Service. Do not accept any Terms & Conditions on your own, even when using your P-Card! 

  2. Submit a Purchase Request Form to BOC and include:
    1. Approved VRA
    2. Software Related Services Form
    3. Terms & Conditions for the software/app.

  3. BOC will route the purchase request and a No-Cost Agreement form to UC Davis Supply Chain Management. 
     
  4. UC Davis signs off on the Terms & Conditions for your software/app and fills out a Purchase Order (PO). BOC will follow up with you once we hear back from UC Davis.

  5. If UC Davis does not approve the software/app, follow BOC's instructions, or select a different software/app.

For questions regarding the purchase of computer software/apps please contact the Business Operations Center.

UC Office of the President (UCOP) Policy on Data Security

IS-3 -Information Security

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Gift Card Policies

For employees
For non-employees

Gift Cards Provided to Employees

What amounts are allowed for gift cards?
All gift cards must contain a value of $10.01 or higher. Value must not exceed $75 per person. 

How often can one employee receive an award (e.g., SPOT Award, STAR Award) within a calendar year?
No more than 3 times. 

Can gift cards be given as part of a Length of Service recognition? 
No

What kinds of gift cards qualify for non-cash awards?
Non-negotiable gift certificates (e.g., gift certificate or gift card for retail establishment or online store). Gift cards for services (e.g, improv classes, blacksmith lessons, or spa treatments) are not allowed. 

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Can a unit or program purchase multiple gift cards to use as Spot Awards throughout the calendar year?
Yes. Ensure that the cards or certificates are stored in a secure location. Maintain a record of gift card/certificate distribution. Only purchase the number of gift certificates and cards expected to be awarded that calendar year. 

Can gift cards be provided as incentives to complete surveys or questionnaires?
Yes, as long as the gift cards amount to less than $75 per person and contain over $10.01.

Can extramural funding be used to purchase gift cards?
If the awarded grant has established terms that include gift card purchases (for awards or survey incentives), then yes. If not, then appropriate addenda with proper approvals must be secured prior to purchase of gift cards for this purpose. 

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What are the rules on using State funds to purchase gift cards?
Expenditures for gifts may not be charged to State Funds except for a gift awarded to a student for an academic achievement. State funds have been identified by the system-wide budget office as encompassing all State General Funds and State Special Fund appropriations to a campus. This includes all of the 199XX funds except those that are classified as UC General Funds (i.e.; 199331, 19933, 19934, 19940, 19941, and 19942). 

In which cases are gift cards not allowed?
Gift cards are not allowed in the following situations:

  • Gift cards for services
  • Recreation memberships
  • Negotiable gift certificates (i.e., can be redeemed for cash)
  • Season tickets for theater, cultural events, or sports
  • Gifts for relatives, friends, or romantic partners (i.e., where conflicts of interest exist)
  • Personal gifts for birthdays, weddings, relationship anniversaries, graduations, and any other personal event for which a business purpose cannot be reasonably written 
  • Gifts to any elected official, candidate for public office, organization, or committee, when the gift is a contribution to a political campaign or referendum.
  • Length of Service Awards

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Which UCOP Policy governs gift card purchases?
University of California - Policy G-41: Employee Non-Cash Awards and Other Gifts 

Which card should I use while purchasing gift cards to give away during an event raffle?
P-Card or T-Card. Because events qualify as an allowable expense for the Travel & Entertainment Card (T-Card), you can use your T-Card for this purchase. 

Gift card purchases must be made as described in Section 350-23. A Travel Visa card may be used for host gifts (see BFB G-28) and for prizes or gifts associated with an entertainment event (see BFB BUS-79).

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What do I need to include in the expense report for the gift cards?

  • Recipient name(s)
  • Paid receipt (or invoice if not yet paid)
  • Business purpose for the gift

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Gift Cards Provided to Non-Employees

See UCOP Policy G-42: Gifts Presented to Non-Employees on
Behalf of the University. This policy's scope extends beyond but includes gift cards. 

What are the limits for providing gifts (including gift cards) to non-employees?
If the value of gifts provided to a non-employee throughout the calendar year exceed $600 in value, the department must report to the Tax Reporting and Compliance office using the appropriate tax form.

Can I provide an honorarium using a gift card?
No

Can I compensate an invited guest (e.g., third party lecturer or workshop host) using a gift card?
No

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Can I use Community Education General Support (CEGS) accounts to pay for gift cards?
No

When can I provide a gift to a non-employee? 
Only when the business purpose for the gift furthers a University business purpose (e.g., public service or research). In this case, gift cards could be provided to students or volunteers involved in a study or University-sponsored activity. 

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P-Card Do's and Don'ts

Do's and Don'ts Heading - Banner

  • Published materials
  • Office furniture (up to $500)
  • Regulated utility payments (electricity, water, sewer, cell phone, etc)
  • Conference registration (only if no travel involved)
  • Memberships (must attach required form)
  • Food for research (NOT catering or entertainment)
  • Repairs or services citing a Purchase Agreement or PO
  • Capital assets
  • Split purchases
  • Food related to entertainment events
  • Repairs or services not citing a Purchasing Agreement or PO
  • Travel, parking, entertainment
  • Software unless purchase is against an existing purchase agreement
  • Rental of items (tools, tables, chairs, equipment), unless against an existing purchase agreement
  • Purchases on Ebay where payee can’t be identified
  • Personal purchases
  • Shipping (use Aggie Enterprise Punchout Catalog)

 

Sole Source Purchases

Sole Source is used when:

  1. Only One Supplier can fulfill the request.

  2. $10K or higher transaction total for federal funded accounts, AND an existing Purchase Agreement is not being used, OR the purchase is not being made in Aggie Expense Punchout

    Must have 3 informal competitive quotes (attach copies to Sole Source Document)

  3. $100K or higher transaction total for non-federal funded accounts, AND an existing Purchase Agreement is not being used, OR the purchase is not being made in Aggie Expense Punchout.

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Sole Source Forms:

The Sole Source Justification section of the Source Selection & Price Reasonableness Justification and Approval Form must be completed.

The Individual Disclosure Statement must be completed. Each person involved in the recommendation for Sole Sourcing must complete the disclosure form.  

 The sole source justification portion of the Source Selection & Price Reasonableness Justification and Approval Form must include:

  • A clear statement of the unique performance factors of the product or supplier specified.
  • Why those unique factors are required.
  • Forms must be signed by a chair, director or Principal Investigator, and the title of that person must be indicated on the form. Failure to do this may result in processing delays.

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Justifications for Sole Source Approvals:

  • The requested product is an integral repair part or accessory compatible with existing equipment.
  • The requested product is essential in maintaining research continuity or to remain in compliance with established university standards.
  • Only a particular brand or "make" is compatible with existing equipment or inventory.
  • Only one source is known for a specialized item of equipment or material.
  • Only one contractor can provide the required service.
  • If the vendor was specifically part of an award, list award number and information.

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