Purchasing and Payment

When purchasing, we are either paying for a Good or a Service.

  • A Good is a tangible or physical product, such as sheet music or a new instrument.
     
  • A Service will be skilled work performed, such as a performance or composition.  


At Ohio State, for most goods and services we are required to purchase from university-approved vendors. When considering your purchase:

  • Refer to the Key Vendors section below for guidelines. 
     
  • Refer to Find an Approved Vendor to search for Ohio State vendors (log-in with university credentials is required). 
     

Payment for Services


Individuals

The School of Music often pays individuals for performances, workshops, master classes, compositions, or instrument tuning. 

 

Businesses

If you will be paying a business for a service, email ASC-Music-Finance@osu.edu with the following:

  1. A description of the service
  2. Date(s) of service
  3. Your funding source
  4. A business purpose for the purchase
    • This is an explanation of why the purchase is needed. For example: “Payment for lighting services to be used in this year’s student opera production.” 
       

Catering

All purchases, including business meals and alcohol purchases, must include a business purpose justifying the necessity of the expenditure. Purchases involving food and beverage must also include a list of attendees. Food may be purchased for the following events:

  • Student-focused events (recruiting, etc.)
  • Events that include non-OSU guests (conferences, business meals, etc.)
  • Employee celebratory/recognition events (limit of 2 per year)
  • New hire welcome receptions
  • Recognition of Service events (retirement/departure)
  • Training events 
     

Step 1 — In order to arrange catering, please complete the Event Planning Form and email ASC-Music-Finance@osu.edu.

Step 2 — Email a list of attendees to ASC-Music-Finance@osu.edu. This may be the final results from your event's registration form, or a list resulting from RSVPs requested via email.

  • Plan ahead for events with RSVPs. The deadline must be far enough in advance to place the final order and make payment.
  • If a registration/RSVP form is needed, email Tami Morris, communications at morris.1006@osu.edu at least two (2) months in advance.

For smaller business meals, see our Business Meals guidelines. 
 
 

Payment for Goods

Step 1 — Secure your funding:

  • See the Funding page for details on available funds and grant applications.

Step 2 — Contact your Music Fiscal team. email ASC-Music-Finance@osu.edu with the following:

  1. The item(s) you want to purchase
  2. Your funding source
  3. A business purpose for the purchase
    • This is an explanation of why the purchase is needed. For example: “Audio equipment to be used by students in class #### for educational training.”

Note — All deliveries will be made to the Weigel 110 main office. You will be notified of any packages you receive for pickup.

Key Vendors

The Ohio State University has contracts with key vendors. We are required to use these specific vendors when they offer the Good or Service that we need.

  • Use this searchable list of university vendors (log-in with university credentials is required).

Email ASC-Music-Finance@osu.edu if you need assistance looking for an approved vendor.

Key vendors include:

  • Staples — office supplies
  • UniPrint — printing services, business cards, letterhead, printers and copiers
  • UPS — outbound shipping
  • Coca-Cola — soft drinks, personal sized water, fruit juice, sports drinks

We cannot use the following vendors:

  • eBay
  • Etsy
  • PayPal, Venmo, or CashApp
  • FedEx for printing services; instead choose UniPrint

Payment Options

There are three options for paying for a purchase:

  1. A Requisition request made in Workday, and the vendor is paid via check or electronic transfer.
  2. Payment with our department credit card, referred to as the PCard.
  3. Payment with personal card, followed by reimbursement from the university.

The School of Music fiscal team will be able to advise you on the most appropriate payment option to complete your purchase.

Surplus

The How to Request Surplus Guide will detail the process of obtaining surplus items.

Payment for Travel

See our Travel page for resources on how to set up travel and bookings.