Purchasing

Campus Life Group Purchasing Procedure

How to purchase supplies

When you are ready to purchase your supplies, either use the Purchasing App or U Market to process your orders: Access to the purchasing app and/or U Market can be obtained by e-mailing: mepurch@umn.edu. Make sure you indicate which group you are representing. Purchasing App instructions can be found here. U Market instructions can be found here.

When making purchases you will need the following information:

  1. Justification: Who, What, When, Where, Why, How it is used

  2. EFS account to be used for the purchase (please email meacctng@umn.edu for this information)

  3. Approval from ME Undergraduate Program Staff (please email meundergrad@umn.edu ahead of time)


  • Once you have completed the request and it has been approved, purchasing staff will notify you when your request is processed.

  • When your purchase arrives, you will be notified via e-mail.

  • Most purchases will be delivered and ready to pick up in ME 1124. Please note U Market orders always ship to the ME Building.

  • Always be sure to examine your purchase., sign the packing slip, and return to ME 1124 indicating that the order is correct and it is OK to pay the invoice.

Please Note:

  • Effective Fall 2021, the UMN no longer partners with Menards as they do not accept our tax exempt status. Please refrain from purchasing from Menards.

  • Be aware that there may be shipping charges assessed to your purchases.

  • Amended policy on purchasing gift cards from Controller's Office:

In late August, guidance was issued prohibiting departments from sending debit cards or gift cards to remote meeting participants for food. This guidance intended to include student group activities.

New Guidance:

The goal of this guidance is for student groups to have options to incentivize participation, not to provide individual students with multiple gift cards. This special guidance is in effect at least through the end of the spring semester 2021. If needed, a separate message will be shared for the summer term or beyond.

Applicable to Campus Life Programs, Registered Student Organizations, and Recognized Student Governance Associations only:

To encourage participation in their activities, Campus Life Programs, Registered Student Organizations, and Recognized Student Governance Associations may occasionally provide participants with gift cards that can only be used for a specific food merchant:

  • Must be for a specific food merchant (for example, a Subway, Uber Eats, or Chipotle gift card).

  • The gift card must be for $10 or less.

  • Is not allowed for routine or weekly meetings/events, but only for occasional activities.

  • The individual student group must have budgeted for food (recommend that groups use no more than 50% of their budget for food).

  • As with any purchase using University funds, the individual student group is responsible for tracking the merchant-specific gift cards (both the purchase and distribution of the cards).

  • The individual student group must ensure no one person is responsible for both buying and distributing the cards.

  • The list of individuals who receive a gift card, in this situation, does not have to be reported to the Office of Student Finance.

  • For student groups meeting the above criteria, food is allowable using University funds.


Prizes for participation in student group activities may be allowed, provided the group budgeted for prizes:

  • If the prize is a tangible item (a t-shirt, a mug, etc.) worth $10 or less, it is allowable.

  • If the prize is a gift card to the bookstore on their campus worth $10 or less, it is allowable.

  • Cash prizes or non-food gift cards (such as Amazon, Target, Visa, Mastercard, etc.) are not allowed.

  • Prizes should not be awarded to a single student more than twice in any 12 month period. Each student group should track who has received prizes.

  • The individual student group must ensure no one person is responsible for both buying and distributing the prizes.


Registered Student Organization Purchasing Procedure

How to purchase supplies

When you are ready to purchase your supplies, you may do so using the group's checking account. Please refer to the Student Union and Activities finance policies.