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How to Purchase Goods and Services

A number of programs and services are available to facilitate the acquisition of goods and services for faculty and staff at the University. These programs are designed to:

  • Streamline processes
  • Improve efficiency
  • Enhance accountability
  • Ensure policy compliance

These programs and services are supported by a variety of tools and methodologies depending on total purchase value.

To reduce the administrative effort when purchasing standard goods or services, contracts have been negotiated with University of Toronto Approved Suppliers. To place an order, see the Supplier Directory.

If the good or non-consulting service* cannot be purchased from an Approved Supplier, the thresholds below determine the acquisition method and associated administrative process.

* For Consulting, see Consulting Services.

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Under $10,000

Purchases in this threshold include any good or service from a single supplier required for University business.

Options in order of preference are:

$10,000 to $49,999

Purchases in this threshold typically involve straightforward acquisitions of goods or services, but which may also involve specific requirements for delivery, warranties, or specific terms and conditions requiring negotiation.

A minimum of two written quotations are required and kept on file by the unit. For templates, see Invitation to Quote – Goods and Invitation to Quote – Services.

Options in order of preference are:

* UTSC: Upon supplier selection, the unit creates a Purchase Requisition in FIS and forwards all supporting documentation to their procurement campus contact for review and Purchase Order issuance.

Note: If the product or service is available through uSOURCE, orders may be placed directly without additional documentation.

$50,000 to $99,999

Purchases in this threshold are considered high value, and require an invitational procurement process based on a minimum of three written quotations (see the Invitation to Quote Standard Operating Procedure).

St. George & UTM: Upon supplier selection, the unit creates a Purchase Order in the University’s financial system, attaching all supporting documentation. The PO is reviewed by Procurement Services before being released.

UTSC: Upon supplier selection, the unit creates a Purchase Requisition in the University’s financial system, and forwards all supporting documentation to their respective procurement campus contact for review and Purchase Order issuance.

Note: If the product or service is available through uSOURCE, orders may be placed directly without additional documentation.

$100,000+

To be compliant with internal and external regulatory frameworks, purchases in this threshold must be publicly tendered in a competitive bid process, and must be referred to Procurement Services:

  • For St. George Campus, please complete the Competitive Bid Request form
  • For UTM and UTSC, email your respective procurement campus contact