The documentation listed below is required for efficient processing of your specific request type. Review this page before submitting your request, or contact us with questions.

  • Cash Awards / Prizes
    • For Vendors:
      • Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
      • Announcement of winner (i.e. flier or website) with prize amount.
    • For Students and Non-Affiliated Individuals:
      • Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
      • Announcement of winner (i.e. flier or website) with prize amount.
      • Per BFB-G42, all cash prizes to individuals require exceptional approval from Dean or other delegated official.
        NOTE: Cash prizes of $600 or more are taxable to the recipient.
  • Supply Reimbursement
    • Itemized Receipt
      What constitutes a receipt? A receipt is a payment document showing date of purchase, name of vendor/store, amount paid, description of goods purchased, and evidence payment was made (e.g., zero balance or marked "Paid").
  • Bus and Charter Vehicle Services
    • The University’s current preferred contracted providers for bus and charter vehicle services are:
      • Professional Charter Services, LLC.
      • Storer Transportation Services
    • For reservations, fees, and availability, please call or email the suppliers directly.
    • As part of the order confirmation process, suppliers will need a purchase order number. Please use the BearBuy Vehicle Charter form to generate a purchase order to the selected company prior to the event date for prompt billing and payment.
    • To purchase Vehicle Charter Services from any suppliers not listed above (non-contracted Suppliers), please use the BearBuy Amount Only Form and provide:
      • contact information
      • name and contact information for the charter service
      • pickup time
      • drop off time and location
      • trip purpose
      • vehicle and pickup instructions
      • vehicle type
      • number of passengers
      • trip details
      • Certificate of Insurance naming the Regents as additionally insured
      • Copy of most recent satisfactory safety inspection by the state.
    • Requests to hire non-contracted transportation charter services costing $10K or more (federally-funded) must be accompanied by quotations from at least 3 other bus companies.
  • Business Cards and Letterhead Stationery
  • Purchase Request less than $10K
    1. Find and identify the item(s) for purchase.
    2. Submit your request in the ERSO Intranet or BearBuy.
      1. Enter detailed information or item URLs in the Special Instructions field.
      2. Upload any additional supporting documents (i.e. quotes, etc.).
    3. Notes:
      • No competition required if the price is reasonable (informal competition encouraged).
      • BearBuy is the campus enterprise procurement system. Shopping directly in BearBuy provides direct access to catalog pricing and products. Login to BearBuy.
  • Conference Registration Pre-Payment
    • Completed registration form - methods:
      • Screen capture or PDF of completed form
      • Registration URL with login credentials to your completed form