Financial Affairs

PROCUREMENT SERVICES :: HOW TO BUY GUIDES

Listed below are common types of purchases and typical topics for each. The information below, in conjunction with the Preferred Vendors page, should help with most purchases. If you need more information, feel free to contact us.

HOW TO BUY GUIDES


Artwork

Before purchasing new artwork, consider seeing if any internal areas have pieces available for redeployment.

  • Art Museum (x5-7506)
  • Facility Operations (x5-7377 or x2-8682)

If you wish to have artwork of DePaul images, contact Enrollment Management at x2-7172 or http://brandstandards.depaul.edu to inquire about available options.

Artwork may also be purchased from various websites, stores or other options. While no formal relationship exists, Flax is frequently used by university departments.

Audio/Visual Equipment

Purchases of projectors, screens, televisions, audio equipment and conference phones should go through the preferred vendor, REX Electric. In some cases, these items may be available through Staples Advantage or CDW-G as well. Departments should comparison shop to find the product that best meets their needs at the lowest price.

For video and production equipment, purchases should be made through the preferred vendor, B&H Photo Video.

Car Rentals

Before renting a vehicle for local use, consider other more cost effective solutions such as public transportation, taxis or car sharing services (Zipcar, Uber, Lyft). If these options are not the best solution, preferred vendor relationships exist with Avis, Enterprise, and Hertz. Car rentals are covered by DePaul's master insurance agreements and additional insurance is not needed. If the agency offers additional insurance, it should be declined.

See the University Vehicle, Driver and Travel Safety Policy for information regarding training and certification requirements when operating university vehicles.

Catering

On-Campus Catering
Any University department, student organization or off campus organization that is using catering services (including alcoholic beverages) in the course of their meetings, programs, and events must order all food and beverage through DePaul Catering Services.

The catering exclusivity is in effect for both the Loop and Lincoln Park campuses in DePaul owned and operated facilities.

Events that are held off campus will not apply, as well as events that are brown bag, pot luck, or self-catered. "Self-Catered" is defined as an event, program, or meeting where the total cost of catering is less than $25 ($100 for recognized student organizations), regardless whether University or private funds are used. "Pot luck" is food prepared at one's home, to share at a departmental meeting. "Brown bag" is defined as individuals bringing in food only for themselves to an event, program, or meeting, regardless of whether it was prepared privately or store bought.

For more information, see the Catering Exclusivity policy.

Off-Campus Catering
Off-campus catering may be ordered through any provider. For most events, the location will offer their own catering services (and it may be required in some instances).

Budget managers should use discretion in selecting a provider and menu, ensuring that it is both cost effective and meets the needs of the program.

Cell Phones

Ordering New Service and Upgrading Devices
Budget managers are able to place phone orders online via AT&T Premier. If you do not have an account, visit the Premier website and click "register" to submit a request to Procurement Services. Please note only the Billing Administrator (BAN) is able to access AT&T Premiere.

If you are ordering new new cell phone service, you can order any Apple, Android, or Windows phone you are most comfortable with.  Click the Premiere Store at the top to begin shopping for a new line or upgrade device.

New cell phone activations require a 2 year commitment before upgrading or canceling.  Canceling prior to the contract end date incurs an early termination fee (ETF). If you wish to purchase a phone off-contract, contact Procurement Services to discuss options.

After the phone has been activated, Information Services can assist with connect the phone to DePaul's wireless network and enterprise email.

Changing Plan Features
Budget managers are able to change plan features online via AT&T Premier. If you do not have an account, visit the Premier website and click "register" to submit a request to Procurement Services. Please note only the Billing Administrator (BAN) is able to access AT&T Premiere.

Once in Premiere, type in the wireless number. On the Account Information screen, you can change the rate plan, features or billing information. These options are towards the bottom of the page.

Information about the new plans is available on the change screen or you can contact Procurement Services with any questions.

Looking up a Bill
Budget managers are able to look up bills online via AT&T Premier. If you do not have an account, visit the Premier website and click "register" to submit a request to Procurement Services. Please note only the Billing Administrator (BAN) is able to access AT&T Premiere.

Once in Premiere, type in the wireless number. From there click "Billing" at the top of the page. Numerous options are available, but the most useful are:

  • View BAN Invoice Summary - shows a summary view of the invoice on your screen
  • Download Account Bill Image - downloads a PDF version of your paper bill (click "Account Billing Image with Usage Details" to see line item information in the PDF)

To view previous billing invoices, click the View BAN Invoice Summary and change the billing cycle in the top right corner. The prior twelve months are stored.

International Features
AT&T has many packages that support voice and data services while traveling internationally.
Information on the packages can be found on AT&T’s website. Additionally, AT&T’s Data Calculator to estimate your data usage for your travel. For additional information and AT&T travel tips, download their travel guide.

Once you have identified the plan changes needed, budget managers are able to make them online via AT&T Premier. If you do not have an account, visit the Premier website and click "register" to submit a request to Procurement Services. Please note only the Billing Administrator (BAN) is able to access AT&T Premiere.

Once in Premiere, type in the wireless number. On the Account Information screen, you can change the plan features. These options are towards the bottom of the page.

Given that international features are inherently confusing and complex, feel free to contact Procurement Services to discuss options.

Shared Data Plans
Shared data plans are similar to family plans that you see on the consumer side. For corporate users, these plans include unlimited voice minutes, unlimited texting and phone-to-tablet data tethering. Data usage is shared among all accounts in the plan.

These plans have the ability to save university departments upwards of 40-50% from their current individual accounts. To begin the process, contact Procurement Services. We will need a few things from you to start the review:

  • A listing of all the accounts to be moved over (wireless account numbers)
  • If any of the accounts are non-phone devices (e.g. laptop cards, tablets)
  • An estimate on data usage for the group (generally 2gb/user is fine unless you know you have heavier users)

Stipends
Please note: shared data plans are recommended over stipend programs.

Some areas of the university may decide not to purchase cell phones directly with university funds, but rather utilize a reimbursement program for employee-owned phones. While these areas may determine the specifics of how such a program works, the following are recommended:

Employees purchase the device on their own with personal funds and retain ownership of both the device and the service plan (i.e. DePaul will not receive the device at the end of its life nor have any control over the billing or service features). Discounts are offered to university employees via the Demon Discounts program.

Department management should determine appropriate levels for monthly reimbursement and ensure these are communicated to employees. Recommended reimbursement amounts (assuming the device has both voice and data components) are below. If reimbursing for other amounts, please consult with Procurement Services.

  • Light use - $25 per month reimbursed
    employee only occasionally checks email out of the office

  • Regular use - $50 per month reimbursed
    standard for most users

  • Heavy use - $75 per month reimbursed
    employee is regularly out of the office for business and expected to be accessible via email and voice calls

The employee will make payments directly to the cellular provider. If the provider allows it, payment can be split between the ProCard and a personal card, or paid in full with personal funds and then reimbursed the agreed upon amount by the university. Only the agreed upon amount above should be paid on the ProCard or reimbursed.

If a portion is to be reimbursed, the employee completes the Employee and Guest Reimbursement Form per normal procedures for the agreed upon plan.

In this setup, DePaul does not reimburse the employee for the device, but rather covers a portion in the monthly reimbursement process, which is included in the above figures. Employees who choose to upgrade devices or need a replacement (lost/stolen/broken/etc.) are responsible for the cost themselves. ETF fees are also the responsibility of the employee.

Other
If an employee wishes to transfer an existing university owned device/service plan to personal ownership, the budget manager should contact Procurement Services to discuss the process as there are several considerations to be taken into account.

DePaul email can be setup on the device by contacting the Help Desk or following the instructions on the Information Services website.

Computers & Tablets

The University utilizes Dell as its primary computer provider. Apple and Surface Pro purchases are also allowed where there is a business need. Orders are placed at the online PC Catalog.

PC Catalog Instructions

  1. Log in with your Campus Connect credentials.
  2. What you’ll see is a catalog of the usual/standard models.  You can browse through the list or use the quick filter/sort buttons to help you find what you need.
  3. Clicking on any of the items drills down into the item details.
  4. In the detail screen, you’ll see available options to the right of the item and a field for quantity.  Adjust the quantity you need, select any upgrades or options you want and click on Add to Cart. 
  5. If you have more shopping to do, click on Return to Item.  If you’re finished with this particular order, click View Cart.
  6. In the cart view, you will see End User fields.  The end user fields are for the user of the machine.  Information Services will use the information provided here to set up the Administrator for that computer.  Click Checkout when done.
    1. If you have multiple lines of computer(s) that are going to one contact person, there is an Update All Items button that will copy the information from the first line to all of the other lines.
    2. Saved carts can be revisited later.
  7. The Checkout screen is where you supply your contact information, and your chartfields that you want to use for this order.  There is a Comments area that can be used for notes or special instructions you want us to follow up on.
  8. When you’re ready to go, click Submit Order.
  9. You’ll receive a confirmation email at the email address used in Step 7.  That email confirmation and the Dell Confirmation emails (when orders are placed) can be used as backup to the order. 
  10. The Dell Confirmation emails also contain links for you to check on the current status of the order as well as obtaining copies of Invoices after the order has shipped.

Laptop vs Desktop
Laptops generally have a higher cost, but are more portable. They should be purchased only if the end-user will be out of the office frequently and expected to have a computer. Purchasing one simply for home use is not recommended.

Dell vs Apple
Dell computers are significantly less expensive than Apple products and are better supported by the University's Information Services office. As such, Apple products should only be ordered for genuine need, such as to be compatible with required software or student academic requirements.

I want a computer other than the DePaul standards, can I do that?
All computers must meet the DePaul standards as there are various technical issues that arise from using non-standard equipment (including Help Desk support, warranty coverage, network connectivity, virus protection, etc.). Additionally, standard machines have negotiated pricing that is below pricing for other comparable models. As such, purchasing non-standard equipment is generally not allowed.

See the Computing Policy for more information.

Specifications
The base specifications are designed to meet most employee's needs, but they can be upgraded if needed. These upgrades include:memory (adding additional RAM will help when multiple large programs are running, hard drive (a larger hard drive provides more space for software and user files. This is local storage, separate from the U, W and other networked drives; SSD also provides a large speed boost) and video cards (selecting 2 DVI allows two monitors up to the same computer).

Tablets
Tablets with mobile operating systems (e.g. iPads, Android) may be purchased on the ProCard without additional approvals. Surface Pro machines must be ordered via the PC Catalog and process above.

Conferences

When hosting a conference on campus, Procurement Services has relationships with many hotels for guests to stay in. See the preferred vendors page for a listing and current rates. For larger groups (>10), contact Procurement Services to discuss options. Many hotels offer larger discounts for groups of this size, may be willing to hold rooms or provide other benefits to the conference attendees ant the university.

When attending conferences off campus, generally the hotel offered by the organizer will offer a group rate. See the travel section below for additional information.

Construction

Any construction or facility changes you wish to make must be coordinated through Facility Operations.

Consulting/Professional Services

Departments hiring consultants or other professional services should ensure the individual is not legally considered an employee. See the Employee vs. Contractor presentation and questionnaire for more information. Service agreement templates are also available via the OGC website. For questions or more information, contact Tax Services.

Copiers

Purchases of copier machines, supplies and maintenance are done through DePaul's Document Services office.

Furniture

Prior to purchasing new furniture, departments should take the following into account:

  • Is your current item covered under warranty?
  • Where will the furniture be used? Is it consistent with similar spaces?
  • Is the furniture commercial grade (not consumer grade)?
  • How often will the furniture be used?
  • How long do you expect the furniture to last?
  • Are the quality and finishes durable?
  • What warranty is offered?
  • What is the lead time?
  • Do you need the furniture assembled and installed?
  • What is the cost?
  • Will your old item need removed?

Furniture should be purchased through a preferred vendor whenever possible. Although price is important, quality, service, and warranty are also key considerations. A $100 chair purchased from the internet will not likely be suitable for daily commercial use. Preferred vendors can make recommendations based on your department’s specific needs and budget. Some items may have a lead time of several weeks, so it’s important to plan accordingly.

Procurement is available to assist in identifying standard items and facilitating the purchasing process. Some office chairs may be available to try prior to purchase. Contact Procurement for more information.

Reallocating DePaul Furniture
Facility Operations may have furniture in storage that can be reallocated to departments for use rather than purchasing new items. Contact your campus manager for more information.

Any external legal service must be coordinated and managed with the Office of the General Counsel.

Magazine and Newspaper Subscriptions

Many newspapers and magazines offer educational discounts to DePaul University. Before subscribing, be sure to search the publication's website or ask a customer service representative.

Departments should also consider sharing the subscription among the office rather than having individual accounts for all employees.

The University Library also has many resources that can be utilized.

Marketing & Advertising

If you wish to engage a company in any marketing activities, it should be coordinated through Enrollment Management & Marketing.

Office Supplies

Most office supplies should be purchased via Staples Advantage, the University's preferred supplier. Information on how to create an account, benefits of using the provider and other information is at their preferred vendor page.

Technology supplies (e.g. printers, scanners, USB drivers, accessories) should be purchased through either CDW-G or Staples Advantage.

Online Purchases

Amazon.com Tax Exempt Process
Starting February 1, 2015, Amazon began collecting sales tax in Illinois. As a non-profit organization, DePaul is exempt from sales tax. To obtain tax exempt status, the following process should occur:

Separate Amazon.com Account for Business Transactions Required
The Amazon.com account used for university purchases cannot be the same as the account used for personal purchases.

The creation of a separate account is important to ensure only business related transactions receive tax exemption. Once a tax exempt certificate is loaded to an account, there is no way to differentiate between non-taxable purchases (university related) and taxable purchases (personal purchases).

Using the tax exempt account for personal use may cause the university to lose its tax exempt status and you may be held liable for fraud by the State of Illinois.

Assigning Tax Exempt Status
Under the new business account, tax exemption status for products sold by Amazon (not third-party sellers) can be obtained through the following steps:

  • Visit https://www.amazon.com/gp/taxExemption
  • Click Get Started
  • Select Illinois
  • Select Education Institution
  • Fill out the about organization page
    • Description: Higher Education
    • Address: 1 E. Jackson Blvd, Chicago IL 60604
    • Certificate Signer's Name: Your name
    • Certificate Signer's Title: Your title
  • From the drop down menu, select "other' for the "I'm engaged as a registered" field
  • Enter the university's tax exemption number, which can be found on your ProCard or by contacting Procurement Services. Use "Education - Supplies" in the description field.
  • Review the information for accuracy
  • Sign your name
  • Submit the application

Amazon indicates reviews will be completed within 15 minutes at which time orders may be placed without sales tax applied.

Sales Tax Refunds
If you make a purchase with sales tax, departments should request a refund directly with Amazon. See this page for more information.

Switching Your Email Address
If you currently use your DePaul email address for personal purchases and wish to now use it for your business account, you can update it by going to:

  • Your Account > Settings > Change Account Settings
  • Update email address, enter password and save

Once completed, your past account history and settings will be linked to your new email address. You can then create a new account using your DePaul email address.

Amazon Prime
Amazon Prime offers free 2-day shipping on most items sold by Amazon. In addition it includes video streaming, music streaming, photo storage and other benefits.

DePaul considers Amazon Prime to generally be for personal use and not business. As such, purchases via this program are discouraged. When there is a legitimate business need the department must keep documentation on file substantiating it in their ProCard narrative details.

Printers and Scanners

DePaul recommends using HP printers through Staples Advantage as they are compatible with the university's network and other needs. Departments should utilize network printers whenever possible and limit the use of office printers to save funds. Standard printer models are included in a shopping list on the Staples Advantage website and include a variety of black/white, color, high-use/low-use models.

Scanner purchases should be compatible with the ImageNow system used by DePaul. Scanners should be purchased through Staples Advantage. Recommended scanner models are included in a shopping list on the Staples Advantage website.

Toner should be purchased through either Staples Advantage. Remanufactured toner is recommended as it is generally of comparable quality, at a lower cost, and more sustainable when compared to a name brand toner.

Departments are discouraged from purchasing toner in bulk. All too often printers break, and the unused toner is past its return date. These unused toner cartridges can be turned in to the Salvage Program. Used toner cartridges should be labeled for recycling and sent to Procurement.

Staples Advantage offers a shopping list of these remanufactured toners.

Printing

Employees should be familiar with the Brand Standards guide before undertaking any printing or design projects, particularly the Graphic Identity Standards and Guidelines & Policy sections. The guide provides important information on graphics use and other elements to ensure materials match the brand requirements of DePaul University.

Marketing Communications and Creative Services is available to assist with design, print and other related projects if needed. Various external vendors are available from the preferred vendors page.

Professional Organizations

Many organizations offer discounts when multiple individuals join an organization or offer a university-wide membership that anyone can join. Procurement maintains a list of these types of memberships on its website. If you have updates to the list, please contact us.

Promotional Items & Clothing/Apparel

Employees should be familiar with the Brand Standards guide before undertaking any design projects, particularly the Graphic Identity Standards and Guidelines & Policy sections. The guide provides important information on graphics use and other elements to ensure materials match the brand requirements of DePaul University.

T-Shirts, Apparel and Other Promo Items
Special care should be given to promotional providers as the industry has a history of poor working conditions that violate DePaul's Code of Conduct for Licensees. Departments should take care when selecting new vendors that they are able to conform to these standards. If you have specific questions about a vendor or the Code, contact Procurement Services or Athletic Marketing & Licensing.

Several preferred vendors are in place who are familiar with university standards and have a history of providing strong service.

Science Supplies & Equipment

Fisher Scientific is the preferred vendor for most science supplies, while American Gases is the preferred vendor for gases. These vendors should be utilized whenever possible. For other categories, no preferred vendors exist and departments can select the one that best meets their needs.

Through national purchasing cooperatives, DePaul can receive discounted pricing and enhanced services from a variety of science providers. E&I is the most most utilized, but DePaul also has relationships with NJPA and US Communities.

Software

Before buying software for use on University computers (i.e. in classrooms, labs, or offices), please check the Software for DePaul-Owned Computers and Software for Lab and Classroom Computers pages for availability information regarding the software title you are interested in.

To inquire about the possibility of installing software on computers located in a classroom or lab, please complete the Software Request Form.

Stationery

Printed Stationery
DePaul stationery must be used for all official university correspondence. The stationery set includes letterhead, envelopes, business cards, note pads and printed mailing labels. Faculty and staff may not use promotional materials such as mastheads created for fact sheets, or other materials for correspondence.

All printed stationery must be ordered through Digital Hub. Faculty and staff are not permitted to purchase stationery from other sources.

For more information, including auxiliary letterhead, student organizations and student business cards, see the Letterhead and Stationery policy.

Electronic Letterhead
A template for electronic letterhead is available from University Marketing Communications. This template may be used to create letters that are sent electronically. Faculty and staff should not create their own electronic letterhead, because university letterhead must meet exact specifications. Most commercial programs distort the logo and signature.

The electronic template should not be used to produce university letterhead on an office printer. This practice is more expensive and creates lower-quality letterhead than ordering through Procurement Services.

Temporary Staffing

External temporary workers
Per the Staffing and Selection of Full-Time and Part-Time Staff Positions policy, hiring managers must collaborate with the Human Resources recruiter when a temporary employee, contract-to-hire employee, or direct hire employee is required to fill a position. The Office of Human Resources Staffing Department maintains a list of agencies/firms with established service agreements.

To begin the process, see the Hiring Manager Resources page on the Human Resources website.

Student temporary workers
Through the Career Center, Student Temporary Services (STS) is an on–campus temporary service that places DePaul Students in temporary assignments in departments around campus. STS has a pool of qualified students ready to work in a variety of positions including temporary assignments, permanent placements, and work study opportunities. STS screens, interviews, and selects candidates for your position based on their qualifications and availability and your departmental needs.

To begin, see the Career Center website and fill out the request a temp form.

Travel

Selecting hotels and airfare
University employees are expected to be cost conscious when booking business travel. They should make every effort to obtain the lowest fares possible and take advantage of special rates when possible.

Both airfare and hotels should be paid for via the University ProCard whenever possible. Reimbursement through Accounts Payable is an option if a ProCard cannot be used.

Airfare
When booking airfare in excess of coach/economy (e.g. first or business class), employees must provide additional documentation as to the reasons behind the request. Approving officials must also document their reasons for approving such an expense.

DePaul does not normally pay for flight insurance, flight cancellation insurance or tickets purchases with flight flyer miles. Exceptions may be granted by the Accounts Payable Manager or Controller.

Hotels
DePaul will pay for hotel room charges in full, but travelers are expected to use discretion in selecting accommodations that are both conveniently located and reasonably priced.

Please note that DePaul will not pay for in-room hotel movies or excessive telephone calls. Employees are encourage to use their cell phone when traveling.

See the Preferred Vendor page for more information on available airlines and hotels that offer discounted rates to the University. DePaul does not use a travel agent, so booking can be done directly through the selected vendors.

When attending a conference or professional meeting, employees should check the group airfare & hotel rates negotiated by the event sponsor. Often, these group rates are quite a bit lower than fares that can be obtained directly from the airlines or through a local agent.

In many cases the cost of an individual taking the airport shuttle to their hotel or car pooling with other attendees is far less than the cost of that individual riding in a cab.

For more information see the Employee and University Guests Reimbursement (Travel and Other Reimbursements) policy.

Meals while traveling
Unless, the cost of meals is included in the registration fee for the conference or in the price of the hotel, DePaul will pay for actual meal expenses. Meals should be paid on the ProCard whenever possible. Original, itemized receipts are required as backup to the transaction as well as the names of the person(s) present and business purpose. Employees are asked to use discretion and find the most affordable and convenient meals you can.

Tips/gratuities should also be reasonable, in line with local customs/practices, and should not exceed 15-20%.

Local travel / car rentals
When traveling locally, DePaul encourages employees to use the most efficient form of travel. This is typically the CTA. However, taxis, car rentals, car sharing and personal vehicles are also potential options depending on the distance and time required.

DePaul reimburses on a per-mile basis for employees using their own car on university business. This reimbursement covers gasoline, routine expenses (regular maintenance, insurance, etc.) and non-routine expenses (tires, repairs, etc.). Since this per-mile charge includes gasoline, you cannot request separate reimbursement for fuel charges.

Local travel does not include normal commuting costs, which DePaul does not reimburse.

International travel

Exchange Rates
Be aware that the value of the US dollar will greatly differ based on the country where you are traveling. To see the most current exchange rates, visit the following site: http://www.oanda.com/currency/converter/

Cell Phones
Ensure that international calling and data plans are turned on prior to leaving. Data usage in other countries can quickly add up and lead to very expensive bills. Budget Managers can work directly with the preferred vendor or contact Procurement at x2-7510 if they have questions.

Benefits
Human Resources provides a Benefits While Traveling Internationally website that details individual benefit coverage during international travel. Specific international benefit questions may also be directed to the Benefits Department at x2-8232.

Embargoed Countries
Employees who will be requesting travel to countries appearing on the United States Department of the Treasury's Office of Foreign Assets Control's Sanctions Program List as embargoed countries are required to contact the Office of General Counsel both prior to and upon completion of their scheduled travel. Reimbursement requests will not be processed without proper documentation being presented to and approved by the OGC.

In addition, employees should be aware that, pursuant to federal rules, reimbursement of expenses may be limited to the published United States Department of State's per diem rate for the embargoed country. The university will not reimburse non-employee travel expenses to embargoed countries.

Export Controls
When DePaul faculty and staff hand-carry or ship controlled items abroad, they potentially trigger export compliance requirements. If you are hand-carrying or shipping equipment internationally such as items with military applications or lap tops and cell phones, which may have certain microprocessors or encryption software or contain technical data, please contact the Office of the General Counsel at x2-8865.  The OGC will assist in determining whether the proposed export complies with United States law and whether a license is required. Departments may be responsible for license costs incurred.

“Export Controls” refers to regulations primarily enforced by three federal government agencies (the Department of State, the Department of Commerce and the Department of the Treasury) that govern what hardware, software and technology can be exported from the United States by any means.

Federal Grant Travel
All travel charges to externally funded grant awards must conform to the grant budget, the sponsor’s guidelines, and DePaul policies and procedures regarding travel.  Before charging airfare or other travel costs to a federal grant, please review ORS’ guidelines Charging Travel Costs to Federal Grant Awards as well as the Fly America regulations posted on the ORS site.  If you have any questions after doing so, check with a member of the ORS’ Award Management team before incurring any expenses.  Travel costs that fall outside these guidelines may not be reimbursable from a federal grant award. 

Combining business and personal travel
Employees traveling who wish to combine their trip with a personal one may do so, so long as the expenses are properly broken up and DePaul only pays for the business portion:

  • Airfare costs should be calculated based on what is it would cost if only the business portion was purchased. If adding personal days to the trip causes the cost to exceed the business portion, employees should cover the difference. If not covered by the employee, the budget manager should keep documentation as to why it was not.
  • Hotels should be split so that any days relating to the business portion are paid for by DePaul and personal days by the employee. Hotels will nearly always accept multiple credit cards for payment.
  • Meals and other expenses should be split as needed. Generally meals on days of business travel should be covered by DePaul. If a conference ends at noon, the lunch may be appropriate to be paid for by DePaul, but the dinner should be considered a personal expense.

Family travel during these trips is also allowable, but again ensuring the expenses are appropriately split.

Tipping guidelines
These are maximums and can be adjusted accordingly

Airports

  • Shuttle drivers: $1 per bag
  • Skycaps: $1 to $2 per bag

Bus

  • Day trip/local service: $5/hour (up to $50 for the day)
  • Airport transfer: $20
  • Overnight: Up to $50 per day

Hotels

  • Doorman: $1 to $2 per bag for moving your bags from the car to the bell cart. Tip $1 to $2 dollars for hailing a taxi for you
  • Bellman: $1 to $2 per bag and $1 to $2 for every delivery to your room
  • Housekeeper: Tip $2 to $3 per night, add an additional $1 to $2 for special requests.
  • Room service: 15 to 18 percent of the bill before taxes. Tipping is optional if a service charge is included in the bill
  • Valet: $2 to $5 each time an attendant retrieves your car

Restaurants

  • Waiter: 15-20% of the total bill. Ensure the tip is not included in the bill

Taxi & Car Service

  • Taxi drivers: 10 to 15 percent of the bill
  • Car service: 20 percent of the bill. In some cases, the tip is included. If you’re not sure, ask

Used Purchases

Purchases of used equipment always require permission by Procurement Services prior to purchase. Generally used equipment is less reliable and has a higher total cost of ownership than comparable new equipment.

Vehicles

Prior to purchasing a new vehicle, departments should take the following into account:

  • Why is the vehicle needed? Is using a personal vehicle and utilizing the mileage reimbursement a more cost-effective solution? What about public transportation, taxis or other services?
  • Who will be using it? Have they been (or will be) certified to drive a university vehicle? Do they have a valid driving license?
  • Where will the vehicle be stored on campus? It cannot be stored off campus.
  • Who will be maintaining the vehicle (e.g. gas purchases, oil changes, repairs)?

Purchasing a Vehicle
New vehicle purchases should be purchased up front and not leased whenever possible. Units falling under the Provost require approval by the Provost's area prior to purchase in addition to the standard approvals received during the requisition process.

Once the decision is approved, departments should begin by researching their vehicle needs through a manufacturer website and utilizing the "build" tools available to configure the vehicle to meet the needs. From there, save the specs as a PDF or other document type and send it to multiple dealers to get quotes. Make sure dealers are aware this is being put out to bid to ensure they offer competitive prices. Be prepared to be aggressive with dealers as the salesmen are very savvy in negotiating deals to their benefit.

If applicable, bring the existing vehicle in so it's trade-in value can be determined. Compare this value against the private sale value at Kelley Blue Book. If the private sale value is more than 10%, it is in DePaul's best interest to sell the vehicle via the Salvage Program rather than a trade-in.

Once a dealer is selected, have them prepare all the necessary paperwork. A budget manager can then enter a requisition into PeopleSoft and forward the documents to Procurement Services for review. Procurement will involve Risk Management to ensure license plates and insurance requirements are taken care of. The department must ensure the original vehicle title is turned over to Risk Management. Once Procurement has provided authorization, the paperwork may be signed in accordance with the Contracts policy.

If purchasing a used car, permission is required from Procurement Services. Used purchases are generally discouraged, unless their is a legitimate business need.

Use of Vehicle
Once the vehicle has been ordered, some additional pieces to consider:

  • Ensure all drivers are certified to drive the vehicle.
  • If you wish to have a DePaul decal sticker on the vehicle, contact Procurement Services to have one ordered.
  • Work with Parking Services to determine where the vehicle can be parked on campus
  • Ensure the department has a process for keeping the vehicle fueled, maintained and repaired
  • The department should work with Risk Management to provide the necessary information needed to insure the vehicle including the vehicle parking location, VIN, make, model, color etc. 
  • If an accident occurs in a DePaul vehicle, the employee should file a police report with the local policy department, or DePaul Public Safety if the accident occurs on campus. The employee should also notify their supervisor, DePaul EH&S office, and DePaul Compliance & Risk Management. 

Vehicle Disposal
When a vehicle is no longer needed, it can be either salvaged or traded in towards the purchase of a new one. Compare the trade-in value from a dealer against the private sale value at Kelly's Blue Book. If the private sale value is more than 10%, it is in DePaul's best interest to sell the vehicle via the Salvage Program rather than a trade-in.

Additional Resources