Purchasing and Travel

NOTE: In order to use the Capstone Purchasing system students must score at least 90% on the Purchasing Qualification Exam. We want each member of every team to pass the Purchasing Qualification Exam early in the school year.

Need to buy something, or travel somewhere? This will help you do it.

On-campus Purchases

There are many things that can be purchased from on-campus sources. On-campus Purchases tells you what you can buy and how you can use your Capstone project budget to pay for it.

Orders

If you need to buy something from an off-campus source, you'll want to place an order using the Capstone online purchasing system. Orders explains how to use the system to place, track, and receive an order from an off-campus entity.

Purchase Orders

Purchases over $3,500 require a University Purchase Order and will take extra time to complete.

Purchasing Qualification Exam

To become eligible to work with the Capstone Online Purchasing System, you will need to score at least 90% on the Capstone Purchasing Qualification Exam. Visit the link to see how to do this. We want each member of every team to pass the Purchasing Exam early in the school year.

Project Budget

From the Capstone project fee paid by the sponsor, a maximum of $1500 has been allocated for the team to use in completing the design project. Details of this budget, and the process used to request additional spending authorization from the sponsor, are given in Project Budget.

Reimbursement, the last resort

If you need to buy something locally for less than $25, and it's not possible for you to follow the standard Capstone purchasing procedures, you can purchase the items with coach approval and be reimbursed. Reimbursement does not apply for online purchases. Read more about how you can get reimbursed when all other purchasing methods have proven unworkable in Reimbursement, the last resort.

Returns

So you've purchased something, and it's defective, or you've decided it doesn't meet your needs. You'd like to return it for a credit to your project budget. Returns provides the help you need to make this happen smoothly.

Service Providers, Off campus

If you need to hire someone to do work for you, the university has policies for this. Because it creates a relationship of employment with BYU, special procedures apply. Read Service Providers, Off campus for help in getting the proper arrangements made.

Shipping and Receiving

BYU doesn't have a mailbox for each Capstone team. In order to send and receive packages, you'll need to work with the BYU Shipping and Receiving departments. Shipping and Receiving will help you work with this system.

Travel

If you need to travel for your Capstone project, you'll need to work with the University to coordinate permission and arrangements for the travel. Travel lays out the steps you need to take to arrange the travel.

Vehicle Rental

In order to provide you appropriate insurance coverage, the University prefers that you use University vehicles for local travel related to your project. Vehicle Rental explains how you can get a University vehicle reserved for your use.