Ordering/Purchasing Tangible and Non-Tangible Items

Subject to modification by the VTH Director without approval.

Printable PDF: Ordering/Purchasing Tangible and Non-Tangible Items

Policy

Primary purchasing method should be initiated through the Inventory Management System (IMS).  

All tangible supplies used in patient care should be ordered through the Inventory Management System (IMS).

Employees outside the VTH Business Office should not place orders using iBuy or P-Card unless approved by the VTH Director’s Office. Employees may request iBuy Query Access to search vendors and products. To request, email vth-accounting@illinois.edu with your NetID and UIN. These requests must have an exceptional need and reason; they will be granted on a very limited basis.

Guidelines & Procedures

• Consumable Supplies
  • Patient Care Consumable Supplies - order in IMS
    • Used for medical treatment and/or correlating to a procedure code in SANDI.
    • Examples include gloves, gowns, needles, pins, plates, slings, suture items, and syringes.
  • Consumable Office Supplies - order in IMS or pick up from the VTH Business Office
    • Used in daily administrative work.
    • Examples include highlighters, notebooks, paper clips, pens, printer/copy paper, and staples
• Equipment
  • Equipment costing over $2,500 and under $5,000 should be ordered in IMS using the New Item selection and clicking the box under “Is this Equipment?”
  • Equipment under $2,500 should not select the box under “Is this Equipment?”
  • Equipment over $5,000 should be requested through the VTH Director’s office
• Other Items
  • Other items can be requested through IMS or the VTH Business Office.
  • Examples include clothing
• Standing Purchase Orders (SPO)
  • Also known as a Blanket Purchase Order, an SPO is a purchase order that covers purchasing supplies or services from a vendor for an extended amount of time, typically the fiscal year
  • SPOs for supplies are generally assigned to the Storeroom or Medication Dispensary CFOPs
    • As of July 1, 2025, no service-specific supply SPOs will exist. All orders previously under an SPO must be entered into IMS.
  • SPOs for professional services and service agreements are assigned to the clinical service for which they are used.
• Non-Tangible Goods
  • Examples include conference registration, membership renewals, and travel assistance
  • Non-tangible goods, such as conference registrations, membership renewals, etc., should be requested through the BSC ticketing system: BSC TDX/Purchase Approval Form/Appointment Scheduler/Travel Request Form
• Furniture
  • Examples include chairs, tables, filing cabinets
  • Furniture should be requested through Vet Med Facilities
  • Email facilities@vetmed.illinois.edu for guidance
• IT Items
  • Examples include computer keyboards, mice, monitors
  • For assistance with computer or software purchases, contact IT@vetmed.illinois.edu.  If you know what you want to order, email IT@vetmed.illinois.edu  with the item list and your FOP account for payment.  They will place the order for you and install and set up the software. If you would like to discuss custom options or get more details, email IT@vetmed.illinois.edu, and they will schedule a consultation time to meet with you.  To view computer recommendations on your own, you can visit the following websites:
    • KB 110910:  IT Hardware Purchasing Information
    • KB 110924:  Phone Purchasing Information
    • KB 78545:  Printer Supply Ordering
• When in doubt, email vth-accounting@vetmed.illinois.edu

Additional Information

See IMS training material on the KB      IMS - Inventory Management System Documentation and Training (uillinois.edu)

 IMS Information is required for Health Information System (SANDI) code setup requests.

• Requests for new SANDI codes must include the associated IMS barcode and cost of the item. If an item cannot be found in the IMS, follow the steps to Create New Item. This will generate an IMS barcode. Use this barcode to submit your request for a new SANDI code to HIS. 

Definitions (if applicable)

CFOP (Chart Fund Organization Program) – University of Illinois System’s accounting string segment codes

iBuy – University of Illinois System’s online marketplace for purchasing goods and services.

IMS – Inventory Management System

KB – Knowledge Base

Veterinary Teaching Hospital (VTH) – The collective clinical services of the Large Animal Clinic (LAC), the Small Animal Clinic (SAC), and the John A. Coyne South Clinic.

VTH Business Office –Employees who serve only VTH needs for both revenue (clients) and expenses (purchasing). Located in LAC 207. vth-accounting@vetmed.illinois.edu

Business Services Center (BSC) –Employees who serve college-wide purchasing needs. Located in the Dean’s Suite on the 3rd floor of Basic Science Building (BSB); bsc@vetmed.illinois.edu (generate a ticket) or bscoffice@vetmed.illinois.edu

VTH Director’s Office –The collective group of the Associate Hospital Director of Finance, Associate Hospital Director, and Hospital Director for the VTH.