Procuring at Duke

• Federal Express and Corporate Express
  
  
• Acquiring Goods & Services
  • Corporate Card
  • Employee Travel & Reimbursement
  • Accounts Payable Check Request
  • Purchase Order
    
    
• Paying for Services

 

 

Federal Express and Corporate Express

Information can be found on the Procurement Services website under How to Purchase > Supplier Agreements.

 

Acquiring Goods & Services

There are a variety of methods you can use to acquire goods and services at Duke. General Accounting Procedures (GAP) are available to help you determine which method to use. GAP 200.135 Acquisition of Goods and Services Overview was developed to assist you in determining the best method for a given situation. GAP 200.135 has links to the applicable GAP for many of the purchasing situations.

There are four basic payment/procurement options:

Corporate Card
Refer to the following:

• GAP 200.024 Corporate Card Purchases
• Corporate Card Manual

Employee Travel & Reimbursement

Forms for payments to employees, students, and experimental subjects:

• Travel Expense Form
• Miscellaneous Reimbursement Form (previously Imprest Cash Requisition for Payment)
• Travel Advance Form
• Experimental Subject Payment Form
• Lost Receipt Form

The following GAP's will assist you with these types of payments:

• GAP 200.021, Miscellaneous Reimbursement
• GAP 200.022, Travel Expenses
• GAP 200.023, Travel Advances
• GAP 200.024, Corporate Card Purchases
  

The Accounts Payable Check Request can be used to pay for many services in accordance with GAP 200.135 and GAP 200.136. GAP 200.136 provides you with detailed information regarding how and when to use the Accounts Payable Check Request.

A Purchase Order is the method of procurement to use when the other three options do not fit your situation. The Procurement Services website is an excellent source of information regarding this procurement procedure.

Paying for Services

GAP's to assist you:

• GAP 200.130 Engaging and Paying Guest Speakers, Conference Participants, and Experimental Subjects
• GAP 200.131 Engaging and Paying Architects, Engineers, Contractors, Attorneys and Auditors
• GAP 200.132 Engaging and Paying for Consulting Services Received from Corporations or Partnerships
• GAP 200.133 Engaging and Paying Instructors or Lecturers (Non-Faculty)
• GAP 200.134 All Other Payments to Individuals for Services

In addition we have developed a chart to assist you when paying for services. This chart helps you determine what forms need to be completed, depending on the situation.

• Reference Chart for Obtaining and Paying for Outside Services

Per the Reference Chart you may need to complete one of the following:

• Independent Contractor Checklist (ICC)
• Outside Services Agreement (OSA)

 

For more information about Procuring at Duke, please contact:

Accounts Payable	684-3112	accountspayable @mc.duke.edu
Accounting Systems & Procedures	684-2752	AcctgSysProc @duke.edu
Employee Travel & Reimbursement	681-0208	employeetravel @duke.edu
Procurement Services	681-5900	procurement @duke.edu