Financial Procedures

Reimbursements can be made in the event an authorized purchase has been made on behalf of the university.  DELTA employees must complete the Personal Reimbursement Form. Keep in mind there is no need to sign the form at this point.  Once the form has been completed, please route it and a copy of the receipt to the business office.  It will be uploaded into Docusign and routed for your signature, as well as, the project authorizer’s signature and date.

The university strongly encourages the use of MarketPlace whenever possible for products and services  available on MarketPlace. MarketPlace vendors have been selected based on their competitive pricing and the agreements they have in place with the University. Therefore, any purchases from a MarketPlace vendor are only allowed through the MarketPlace system (not through invoicing or purchase orders)

• Orders over $5,000 can be placed through MarketPlace with no additional review or bids required as long as the vendor has been established.
• Requests can be made through your immediate supervisor

Purchasing software (less than $5K):

• Please ensure the software is listed on the Reviewed Clickwrap webpage before you begin the download process.
  • If the software is not listed, complete a Clickwrap Review Form for OIT to approve the use of the software
• Provide a screenshot of the approved clickwrap OR approval from OIT and upload this documentation along with the purchase receipt to the pcard center.  This documentation also needs to be included for software that auto renews.
• For more information visit Clickwraps and FAQs

Purchasing software (more than $5K):

• Ensure an IT Purchase Compliance Review has been completed.  This includes new IT purchases as well as maintenance and support renewals for IT purchases made previously.
• Submit the ITPC approval along with other requisition documentation such as a quote and sole source to the business office.
• For more information visit IT Compliance

Regardless of Cost:

• Software purchases that involve purple data, artificial intelligence (AI), HIPAA, PCI or are subject to export control regulations must have an IT Purchase Compliance Review completed.  
• If less than $5K and on a pcard, approval documentation must be uploaded with the receipt to the pcard center
• If more than $5K, approval documentation must be submitted with all other requisition documentation to the business office
• For more information visit IT Compliance

Contact Business Office for assistance and submission of the requisition

• For orders that are between $5K and $29K ONLY need a quote
• For orders that are over $29K, a sole source justification for waiver of competitive bid and a quote are needed.
• For any software purchases and regardless of the amount, OIT approval is required
• Contract Purchases
• State IT Contract – website