Purchasing & Donations | Controller's Office

Purchasing & Donations

Purchasing & Donations

At the University of Colorado Colorado Springs, procurement of all goods and services must be made in adherence to the Procurement Rules set by the Board of Regents.  Procurement rules, procedures, and forms can be found on the Procurement Service Center's (PSC) website here.

Pursuant to Section 24-101-105 of the C.R.S., on January 20, 2005, the Board of Regents adopted a resolution exempting the University of Colorado from the State of Colorado Procurement Code and Rules to be effective July 1, 2005. Employees who purchase goods and/or services, as well as those involved in the purchasing process for UCCS are bound by the Procurement Code of Ethics.

As a public institution of higher education, the University of Colorado Colorado Springs is exempt by law, from all federal excise taxes and from all Colorado State and local government sales and use taxes when purchasing goods and/or services in the conduct of official University business. Tax exemption information for UCCS may be found here. 

The university utilizes two core procurement systems: CU Marketplace (an eProcurement system that enables online shopping for a multitude of vendors) and Concur (a system to book travel, reconcile Procurement Cards aka P-Cards, and process travel reimbursements).

What are my options for buying goods and services?

The purchase methods available for use in buying goods and services depends on what is being purchased, the total cost of the purchase, and/or the nature of the purchase. For a detailed explanation of purchase methods available, please visit PSC's website.

Procurement contracts for goods or services, of any dollar amount, must be formally reviewed and signed off by the PSC prior to the required date of service. PSC contracts are reviewed by commodity type. To identify the PSC Contact person for a specific commodity, visit their Commodity Listing (Formerly Who Buys What).

We have completed a fundraising event for an outside charitable organization. How do we get them paid?
  • The organization must fill out a W-8 or W-9.
  • The Vice Chancellor of Administration and Finance (VCAF) must approve the event.
  • Payment Voucher is filled out with the VCAF's approval attached
What is proof of payment?

Written evidence that an expense is no longer outstanding and that a specific individual or entity covered that amount, required in order to process reimbursements. Examples include:

  • Original vendor receipt showing items were paid for;
  • Original vendor invoice showing balance due is zero;
  • Original vendor invoice showing that amount due is Autopaid;
  • Original vendor receipt/invoice showing note that Paid in full-cash and vendor's signature;
  • Original credit card slip or copy of credit card summary statement;
  • Copy of cancelled personal check to vendor; or,
  • Copy of subsequent month's invoice indicating that previous amount due was paid 
What information does a receipt need?

Original receipts are those initially produced and provided by the vendor. Photocopies or faxes are not acceptable. Such information is required in order to process reimbursements. Receipts must be itemized, that is, they must include the following information:

  • Vendor identification;
  • Date the purchase was made;
  • Description of each item purchased; and,
  • Quantity and total cost of each item purchased.
What documentation is needed for cash prize giveaways?

The following materials are required for cash giveaways:

  • Payment Voucher
  • Signed W-9 form from prize recipient
  • Gift Cards do not require a signed W-9