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Purchasing

Purchases can be made with Pcard (credit card), Purchase Requisition and Shared Services.

The geosadmin@boisestate.edu team can help you determine the best option for the type of purchase being made.

PCard

A Pcard is a credit card issued to staff members upon request. This is the recommended way to purchase equipment/supplies that is less than $5000. Most card holders can purchase items up to $3999. If over this amount then a purchase requisition will be required.

Useful Pcard information:

Check out the Universities Pcard website for more details.

VPFA: PCard

All Pcard information is located here, including details on how to get a Pcard

Submit a P-Card Request 

Pcard request form.

Any inquiries or questions contact p2p_pcard@boisestate.edu

Geoscience Restrictions

  • What: No more Pcard purchasing for public transportation such as Lyft, Uber or Taxi service.
  • Why: State of Idaho does not allow tips for public transportation.

Purchases from a Foreign Supplier

If you make purchases from a foreign supplier using a Pcard, there are tax implications and additional forms that must be filled out.
See the steps and actions outlined below.

Overview:

  1. When purchasing items from a foreign supplier you must have them provide Form W-8BEN-E. This is primarily for services and software when performed or used on U.S. soil.
  2. Reference Google document   P-Card Taxable Foreign Vendors . to see the commonly used foreign suppliers who have provided the W-8BEN-E form.
  • If a vendor is not listed, we likely do not have a W-8BEN-E on file for them, and one will be requested. The expectation is that the department reaches out to the vendor for the form.
  • Contact information can be found on the vendor’s website, and the address will indicate whether they’re foreign or not as well as provide an email address to request the form.  Most foreign vendors are familiar with this form and provide one when asked.
  • Tax liability falls on the department if the vendor does not provide a form or if they do not have a treaty exemption.  This tax rate is 42.86%, which can be significant for larger purchases.

Exceptions:

  • This does not apply if the purchase is foreign-sourced, such as travel to another country and purchases made there or services performed there. 
  • It also does not apply for the purchase of tangible goods.

Why is this necessary?

  • This will prove they are foreign: This form is the only way to officially certify that the company isn’t a U.S. taxpayer, protecting us from an IRS audit.
  • Avoid 30% Tax Withholding: U.S. law requires us to withhold 30% of certain payments to foreign entities. The form may let them claim a tax treaty benefit to reduce or eliminate this withholding. With p-card transactions, the payment has already been made. Thus, if no form is provided or the vendor does not have a tax treaty exemption, the tax is grossed up to 42.86% and charged to the department since we did not withhold from the company at the time of payment.
  • Prevent Our Liability: If we don’t collect the form and under-withhold, the university is legally responsible for the unpaid tax, plus penalties and interest.

If you have additional questions you can reference the Boise State Tax Reporting website or email taxreporting@boisestate.edu.

Purchase Requisition

A purchase requisition occurs through the Punchout catalogue on the Bronco Hub. Some of the commonly used Suppliers have apps in the Bronco Hub where orders are placed. The geosadmin@boisestate.edu staff can place these orders for you.

For purchases over $5000 will require a quote from the Supplier.

For purchases over $20,000 at least three quotes are required.

Shared Services

If you do not want to use the Geosciences admin staff another option is the P2P Shared Services. They have staff that can make purchases through Pcard or PO.

You are REQUIRED to have the funding string you will be charging to fill out this form.

Shared Services Form

Please enter the segment string in the following format (no spaces):

fund . department . cost center . expense . supplemental . project

Funding String Notes:

For every submission, you will use:

Department Finance Contact: Lisa Paxton

PI Approver: Advisor or Self

Additional Notifications: Susan Hamblin

Common Funding Strings

Below are the most common funding strings used for purchasing and travel expense report reimbursements.

Funding Strings Explained

First number: 1001-appropriated  or 3010-local or 4010-grant funded

Second number: department→ Will most often be 71400 (Geoscience)

Third number: cost center→ Where the money comes out of, each faculty will have their own number; grants will usually be 1001004

Fourth number: expense code→ Will show what the expense falls under

Funding String example:

Geoscience Local Account : 3010.71400.2081000.572500

Most Common Expense Codes

Purchasing expense codes:

Express Mail/Messenger- 502300

Individual Organization Memberships- 505500

Publications and Subscriptions-506000

Conference/training registration fees-507000 (non-grant)

Conference/training registration fees- 507001 (grant only travel related)

Other Professional services not a BSU employee- 519900

Freight Shipping- 525500

Office supply and equipment <$2000- 54100

Office Furniture <$2000- 542000

Computer and Related Equip. <$2000- 558000

Educational Supplies <$2000- 572000

Field Supplies- 572500

Medical and Lab Supplies <$2000- 574100

Food for Meetings- 567050

Candidate Meal Expense- 567051

Machinery and Equipment Rental- 591000

Gasoline- 546500

Credit card fees- 596300

Non-state Employee Expenses- 599000

Employee Development- 509900

These following codes are only for use with travel reimbursement:

Per Diem and Lodging In-State- 539600

Per diem In-State Taxable (IDWR day per diem trips)-535300

Per Diem and Lodging Out-of-State- 539700 (employee travel reimbursement only)

Per Diem and Lodging International- 539800

Public Transportation In-State- 539100 – includes Uber rides

Public Transportation Out-of-State- 539200 – Includes Uber rides

Airfare Out-of-State- 538100

Airfare In-State- 538000

Airfare International- 537900

Rental Vehicles In-State- 536700

Rental Vehicles Out-of-State- 536800

Personal Vehicle Mileage In-State- 536000

Personal Vehicle Mileage Out-of-State- 536500

More expense codes can be found:

All Segment Values Report.xlsx – reference Expense tab

Stay within the 5xxxxx codes and do not use 6xxxxx codes

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