There are multiple, authorized methods of buying and paying for goods and services in support of the university's goals and mission. This page features information about the purchase of common types of services, including details about special considerations and the recommended purchasing method. Some purchases require additional approvers or supporting documentation to support the university’s ability to meet compliance requirements.
For additional guidance on other types of purchases, refer to the following pages:
- The Categories of Purchases page provides specific requirements related to purchasing methods depending on the type of purchase where applicable.
- The Purchasing and Payment Methods page reviews the various purchasing processes and resources to support using them.
- The Buy & Pay Guide contains an A to Z list of commonly-purchased goods and services with related expenditure type and best purchasing method.
Generally, when a department would like to hire a non-Stanford, outside company or individual to perform a service for Stanford, a contract is required. While the Stanford purchase order acts as a basic contract and can protect the university from some risks, most services raise additional risks that should be addressed with a written contract issued by Procurement Services and signed by both the service provider and Stanford.
Professional Services are typically performed by a company or an independent contractor/consultant who is exceptionally qualified, by education or experience in a particular field, to render services or give advice in circumstances where a university employee with a similar level of expertise is not available. Refer to Topic Overview: Contracts for the contract type in the SmartMart Contracts system that best aligns with the type of professional service the supplier or independent contractor will provide. Examples of professional services include:
- Proofreading/Editing/Copywriting/Publishing/Indexing
- Graphic Design/Branding/Illustration Services
- Transcription/Translation Services
- Video/Photography Services
- Equipment Repair
- Indexing Services
- Legal related services* (e.g., notary, fingerprinting, document scanning, etc.) Please note: Hiring an attorney requires a contract and must be approved by Stanford’s Office of General Counsel.
Purchasing Methods by Types of Professional Service
Professional services should generally be procured through a contract. If the supplier is an independent contractor, a signed Independent Contractor Checklist (IC Checklist) must be attached when submitting the contract request. Please note that if the company or independent contractor/consultant will use Stanford data, there are additional considerations. In most cases, these contracts will be paid for through a purchase order that will be generated automatically through the SmartMart contract request process. Certain professional services may be paid with a PCard either upon contract approval or without a contract. Refer to the table below to learn about how to purchase these specific professional services:
| Type of Professional Service | Purchasing and Payment Method |
|---|---|
| A contract is required. The contract can be paid through a PO. If the service is a permissible PCard expense, the contract may also be paid through a PCard after the contract is signed. If the supplier does not accept PCard payments, the contract must be paid through a PO. This PO would also be used to pay any corresponding travel expenses incurred by the supplier that are related to the contract. |
| A contract is preferred, but the services can be purchased without a contract through a non-catalog requisition or PCard (within compliance with PCard policy, such as the maximum limit of $4,999 or less). If the supplier requires a signature on any document for these services, the transaction must be purchased with a contract, even if the payment method is with a PCard. |
Recommended Creative Vendors
University Communications maintains a selection of creative vendors that are available, but not required, for department use. These include suppliers for services such as graphic design, illustrators, photographers, and more. Creative services are generally considered a professional service and must be procured through the contracts process. Where applicable, upon selecting a supplier from the resource list, it is noted below their contact information if the supplier has already been onboarded as a supplier in the Stanford Procurement system, which may expedite the contracts process in those cases. Departments can confirm that the supplier is onboarded and active and then may proceed with the contract process.
University HR manages the university temporary staffing and contingent labor program, CardinalTemps, which is accessed through one of the tiles in iProcurement. CardinalTemps mitigates risks associated with hiring temporary workers by ensuring consistent background checks, appropriate classification of workers, proper insurance for workers and enforcement of Living Wage policies.
Fee for service speakers must be procured through a contract. If a school or unit is making a one-time gratuitous payment as a gesture of goodwill and in expression of appreciation to speakers or contributors in special Stanford events (e.g., symposia, lecture series or professional conventions), it is considered an honorarium. Refer to Paying Honoraria for more information.
All cloud computing accounts used for any Stanford-related activities—including development, student work, testing, learning and building production-ready solutions—should be part of Cardinal Cloud. This includes all accounts with Amazon Web Services (AWS), Google Cloud Platform (GCP), and Microsoft Azure.
Being a part of Stanford's Cardinal Cloud enterprise-wide services reduces costs and cybersecurity risks and improves access to services.
- To begin a cloud computing service, UIT offers guidance for choosing and purchasing a solution. This could include moving a school or unit’s servers, applications, or other IT resources to the cloud, or investigating a cloud solution to meet a business need.
- If a school or unit has an existing standalone cloud account (that still incurs credit card or PCard charges or gets monthly invoices), they should join the accounts to Cardinal Cloud, which will not disrupt existing cloud services.
Home internet services
Stanford may provide cell phones, related devices, and/or data or internet services to employees in order to improve communication, productivity, and work efficiency; facilitate telecommuting and working between multiple campus locations; and to otherwise enhance the contributions of employees based on business necessity. Administrative Guide Memo 8.1.3: Provisions of Mobile Equipment and Related Services outlines the policy and process for these expenses in further detail. Employees must obtain approval from their school or unit before purchase. Upon approval, reimbursement is made to the employee via paycheck stipend.
Internet services while traveling
Wifi during business travel is permissible with a demonstrated business need. An air travel service subscription that provides WiFi is not permissible/reimbursable.
Google Drive and Shared drives are Stanford's preferred file sharing and storage solutions. University IT (UIT) also supports Microsoft OneDrive. Departments should consult with their local IT administrator on preferred storage solutions at the school or unit level. For Principal Investigators (PIs) and research groups, the SRCC Oak storage environment is available to store research data or backups of datasets.
Schools and units should not create a purchase requisition for storage solutions without consulting with UIT. If the storage solution is not available through UIT, it may be procured through a contract. Please note that the use of Stanford data will have additional requirements.
When purchasing software that will use, transfer, or store any Stanford data, all employees must comply with university policies and legal requirements to safeguard Stanford's data while adhering to applicable laws. Additionally, all software must comply with Stanford’s Accessibility of Electronic Content Policy. To align with UIT’s security and accessibility requirements, schools and units must consult University Information Technology's (UIT) Software Evaluation Guide before purchasing any software, including online software purchases with an accompanying “click-through agreement.” This guide can be used to search for specific software options, understand procurement processes, and provide best practices for secure software purchase.
Purchasing methods
After consulting UIT’s Software Evaluation Guide for purchasing guidance, software may be purchased using a Stanford Purchasing Card (PCard) or personal funds (with reimbursement), unless specifically prohibited by that guidance or local school/unit policies. However, methods such as the SmartMart catalog and non-catalog requisitions are generally preferred, as they facilitate a financial review and approval process prior to finalizing any purchase. Utilizing these preferred methods helps ensure compliance and accountability in our purchasing practices.
Web development services should be procured through a SmartMart Contract request. Refer to Topic Overview: Selecting a Supplier or Independent Contractor for guidance about vendor selection and the overall process. Refer to Professional Services section on this page for additional considerations.
Web-applications are required to meet Stanford’s Accessibility of Electronic Content Policy. Suppliers providing such products through direct purchase should provide documentation as to how the product conforms with the Web Content Accessibility Guidelines 2.0, Level A and Level AA standard. Such documentation may include a VPAT (Voluntary Product Accessibility Template), Accessibility Conformance Report, accessibility documentation, or accessibility development workflow adopted by the supplier. To request assistance from a representative of the Office of Digital Accessibility, please submit a support request.
Stanford has discounted pricing on Shipping via FedEx Online at Stanford. When shipping internationally export control regulations may apply. Please refer to the Dean of Research’s Export License Review and Certification Reference Guide for more information.
Import Services
When an international shipment is sent to Stanford, customs forms and fees as well as freight forwarding services will need to be provided by a customs broker. JAS, the designated customs broker for the university, will need to be paid directly for any of their services, plus duties or taxes. Schools or units should send a copy of the purchase order for the product that required clearance into the country to JAS to ensure prompt delivery and invoice processing for any import services. Refer to How To: Create a Standard Non-Catalog Requisition for more details on how to send the purchase order to JAS.
Contact Information for JAS (formerly TIGERS):
800 AIRPORT BLVD., SUITE 518
BURLINGAME, CA 94010
PHONE 650-581-7230
If customs information was not included on the original purchase order, schools or units will need to pay the invoice from JAS by:
- Providing JAS with the original PO number for the product that required clearance into the country; or
- Creating a non-catalog purchase requisition with JAS as the supplier for the import services; or
- Using a Purchasing Card (PCard), as long as the purchase of the import services complies with PCard policy.
In cases where the school or unit receives free or donated international shipments, they will also need to pay the invoice from JAS either with PCard or by creating a non-catalog purchase requisition to JAS.
Advertising and marketing services on social networking service/media companies (Facebook, Twitter, Google, LinkedIn, etc.) may be purchased through a purchase order or a PCard.
Please note that this does not include payment processing and fintech pay sites such as Paypal, Venmo, Google Pay, Square, etc. These remain as non permissible and the PCard may not be used on these sites to pay for products or services.
Campus office or lab moves
On-campus office or lab moves should be coordinated with the appropriate facility manager. Office moves may also be accomplished through LBRE’s Event Services.
Personal relocation
Stanford faculty, staff, and students can purchase moving services to relocate to and from Stanford, including international moves. Refer to Administrative Guide Memo 2.1.19: Relocation of Faculty and Staff and especially the section, Moving of Household and Personal Effects, to understand which items will and will not be covered in the reimbursement package.
Obtaining bids
In advance of securing the moving services, the faculty, staff, or student must:
- Obtain multiple bids, in writing. Be sure to show the estimator all the items that must be moved. It's better to have a comprehensive and written list of all items, and have the estimator sign off on it (occasionally the bill is substantially higher than the quote, and the reason given by the moving company is that the estimator was not shown everything).
- Written estimates should either guarantee the price or should guarantee a not-to-exceed percent over the quotation.
- Maintain written notes with the names, titles and phone numbers of the persons spoken to at the moving companies, and make note of the details of each conversation.
Selecting a moving supplier
The faculty, staff, or student can use any vendor, with the limiting factor being the relocation assistance amount as confirmed by the department that will be reimbursing the cost (any amount above the assistance amount will be the payee’s responsibility).
Optional moving services provider: Educational and Institutional Cooperative Service, Inc. (E&I) Contracted Moving Companies
Stanford is a member of the Educational and Institutional Cooperative Service, Inc. (E&I Cooperative) and works with moving companies under contract with E&I Cooperative. Although faculty, staff, and students are not required to use E&I contracted companies, these companies may offer better pricing than non-E&I movers. For more information, review the E&I contracted companies, SIRVA Worldwide and UniGroup on the E&I Cooperative Services website. Faculty, students, and staff should identify themselves as an E&I member if they contact either of these companies to provide a bid.
Paying the supplier
There are two options for paying the moving supplier, which may be used on their own or combined. Both methods facilitate appropriate tax reporting of the payments, which are taxable to the employee:
- The faculty, staff, or student pays with personal funds and can be reimbursed by Stanford, up to the relocation assistance amount, through the Expense Requests system.
- Stanford pays the moving supplier directly through a Non-PO payment or an invoice. In order for Stanford to pay suppliers for moving services directly through an invoice when a contract is required by the supplier, the department providing the relocation assistance must submit a contract request. After the contract is executed, the moving services can be fulfilled and an invoice can be processed.
Event planning guidance
The Office of Special Events & Protocol (OSEP) provides event policy guidance and information on many on-campus venues and services to assist with event planning. Student Affairs provides a party planning guide that includes the student alcohol policy and OSEP provides information on alcohol service and licensing requirements. Regardless of venue, the business meal maximum limits apply to Stanford events. See more information in Administrative Guide Memo 8.2.1: University Events. Online event registration and management services are available through Certain or Eventbrite.
Transportation
Stanford Transportation Services can facilitate event parking, or the rental of Marguerite shuttles or charter services for events.
Event spaces and catering services
Event spaces may be on campus or off campus. Some on campus event spaces or venues are controlled by schools or departments who may charge for use of the venue via an iJournal transfer. Residential & Dining Enterprises provides Catering Services and/or Event Spaces, which do not require a contract. The Faculty Club requires a contract.
For on campus events, many services can be arranged through LBRE’s Event Services.
Arranging for a university-sponsored event at an off campus event space, such as hotel conference facilities, requires a contract. For additional event contract considerations, refer to Topic Overview: Contracts. Note that departments may not sign agreements on behalf of the university (learn more about signature versus financial approval authority).
Event venues and catering services are generally purchased through a contract and paid through a PO or through PCard and non-PO contract depending on the total cost of the contracted service. The table below provides guidance on which payment method should be used when purchasing common event or catering services.
The most secure payment method for paying for a venue deposit is through a purchase order. However, in some cases, venue deposits are required and must be paid immediately to secure a booking. If the venue requires a credit card to secure the venue booking and the transaction is compliant with PCard policy and other related policies, a PCard can be used to pay a venue deposit while the contract is being processed in SmartMart Contracts. The balance of the contracted amount must be committed in Oracle as part of the contract request process and paid against a purchase order. Please include a note to the Contracts team in your Contract Request stating the deposit amount paid on the PCard.
| Common event or catering service purchase | Contract payment method | Why the contract payment method should be used |
|---|---|---|
| The department is requesting catering services at a local restaurant for an event where the total cost for the contracted service is $2,000. | PCard (select non-PO contract transaction type if requesting new supplier/independent contractor) | The contract has a total dollar value of $4,999 or less and may be paid with a PCard. |
| The department is requesting a hotel block (event venue supplier) where the total cost for the contracted venue is $6,000. | Purchase order (PO) (select Purchase Order (PO)/Contract if requesting new supplier/independent contractor) | The contract has a total dollar value of $5,000 or greater and must be paid through iProcurement. The PCard can be used to pay a deposit to hold the space while the contract is processed, but the remaining funds must be paid through iProcurement. |
R&DE Stanford Dining, Hospitality & Auxiliaries (SDHA) manages the Mobile Food Vendor program to offer additional variety and catering options to campus dining. Departments are not required to utilize this program and can work with other mobile food providers.
Payment methods
If the supplier or independent contractor requires the signature of an agreement that includes legal terms, departments must utilize the contracts process to facilitate review and signing of the agreement.
If the purchase has a total dollar value of $4,999 or less, it may be paid with a PCard. The service can also be paid for through a non-catalog purchase requisition if a PCard is not available or the total cost is $5,000 or higher.
For food trucks guidelines and services, refer to AGM 8.2.1 University Events or contact the Office of Special Events and Protocol.
Departments may require charter services to meet a business need. Chartered services, including aircraft, boats, and wheeled vehicles, must be acquired through a contract and may be paid by Purchase Order (PO) or with a Stanford Purchasing Card (PCard), if the contract has a total dollar value of $4,999 or less and complies with PCard policy. Charter services should not be paid with personal funds or Travel Card (TCard). Refer to Topic Overview: Ground Transportation and Topic Overview: Airfare for specific information on these types of charter services.
A master agreement for lab coats (rental or cleaning) has been established. They can be ordered through Cintas via a Non-Catalog Requisition.
Commissioned work, such as photographs, written content for a website, or prototype construction, when the results for the work may be copyrighted or patented, require a contract. Additional or special terms must be included and signed by both Stanford and the supplier.
Construction-related services for architectural design, engineering surveying or design, construction services from general contractors or subcontractors require a contract. For construction services that are part of a capital project, refer to capital projects for additional process and information.
