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More purchasing/payment guidelines


Airplane tickets -- You have two choices: (1)Pay with the traveler's personal credit card or a Baylor Travel Card, and get reimbursement through the Travel Expense Report process, or (2) Make travel arrangements through a Baylor approved travel agency. Then, authorize payment to the travel agency by completing a Travel Agency Authorization Form (TAAF).

Baylor Bookstore Use your Baylor purchasing card to make departmental purchases at the Baylor Bookstore.

Business Cards Printing for all Baylor business cards, letterheads and envelopes is done by Alphagraphics. You can order what you need on-line through this Printing Procurement e-commerce website: Business cards, letterheads and envelopes. You will pay with your purchasing card.

Buses, Chartering Use one of the preferred suppliers listed on this website: Charter Bus Services. Pay using the requisition or voucher process. No bids are required.

Catering Per contractual agreement, all catering at Baylor is through Aramark Dining Services. Pay with your purchasing card or another credit card.

Cell phones/Wireless Data Devices (Blackberries, Treos, etc.) Cell phones and wireless data devices require department head approval. Click here to see the form and policies: Cellular Phone/Data Service. Charges will show up on your monthly TRAX Budget Detail Report.

Conference registration fees Pay with your Baylor purchasing card. If the conference does not accept crdit cards, pay with an Accounts Payable Voucher. If the amount is more than $5,000, pay with a "request for check" requisition.

Copies/Duplicating Services Pay for copies at the Baylor Copy Center by giving them your TRAX department ID. You will not receive a separate monthly statement; copy costs will show up on your TRAX Budget Detail Report. Copies from office copiers will be automatically charged and will likewise show up on your TRAX Budget Detail Report.

Flowers For floral decorations for events, pay with your Baylor purchasing card. For flowers related to sickness or funerals contact Procurement Services at the number on the website.

Long distance calls -- Each new employee should get his/her own long distance charge code from telephone services. If you have new faculty or staff, contact Janet Knox (ext. 3310) for a long distance code. Employees may check their monthly long distance charges at this website: Telephone Long Distance Billing, which is accessible from the faculty/staff web page. Charges are billed directly to the department and appear on your monthly TRAX Budget Detail Report. Each department sets its own policy for recovering the cost of personal long distance calls charged to the department. Deposits of cash to pay for personal long distance calls will be made at the Cashier's Office with a Department Deposit Receipt on TRAX. Please contact the TRAX helpline at 710-8704 if you have questions.

Printing Services Arrange for printing services through Baylor Printing Procurement.

Rental cars For information about renting cars locally, click here: Vehicle Rentals in Waco. For information about renting cars our of town, click here:Vehicle Rentals Outside of Waco.

Scientific Products Baylor has a contract with VWR/E&I for scientific products. For more information see this website: Scientific Products.

Software Contact Technology Procurement before purchasing any software. Baylor University has purchased site licenses and/or volume licenses for many software packages. The software you need may already be available. This website shows a list of current Baylor supported software: Baylor Supported Software A-Z.

Stationery Printing for all Baylor business cards, letterheads and envelopes is done by Alphagraphics. You can order what you need on-line through this Printing Procurement e-commerce website: Business cards, letterheads and envelopes. You will pay with your purchasing card.

Telephone charges Telephone charges show up on your monthly TRAX Budget Detail Report. You will not get a separate bill.