Office of Sponsored Programs
The Ohio State University

Special Types of Purchases

The items explained in this section should be carefully reviewed by principal investigators as a number of restrictions and conditions may be involved in making various purchases.


For other types of purchased services, the vendor’s bid or purchase order acknowledgement and the purchase order suffice as the contract. These are not normally considered subcontracted activities and should be budgeted as purchased services.

Following are several examples of purchased services:

  • laboratory analysis
  • clinical tests
  • photographic and video graphic duplication services
  • water treatment services
  • machining
  • personnel temporary services purchased from employment agencies

Ordering from University Service Centers

The Internal Order Form (100-W) is used for on campus purchases of materials and laboratory supplies from General and Laboratory Stores and all other university authorized cost centers and business operations.

Material Stock Requests for Ordering Supplies from Stores

Material Stock Requests (MSR’s) – through the system. These requests will:

  • come to Office of Sponsored Programs Purchasing via workflow
  • be electronically sent to Ohio State Stores if approved by the Office of Sponsored Programs
  • not be committed to the project budget at the time the PO is processed [the same is true for 100Ws]. Charges are electronically posted to projects at the end of the month.

Form 100-W and Stores electronic Material Stock Requests (MSR’s) may not be used for purchase of the following items:

  • equipment (use Form 1303)
  • building repairs and maintenance (use Form 1303)
  • renovations (use Form 1303 and 6540)
  • repairs for equipment items not used by the project
  • purchase of services from unauthorized university cost centers
  • purchases from University Laboratory Animal Resources (ULAR) (use Ohio State Animal Order Form 10238)

The university has several service centers that provide specialized services. These services may be obtained by submitting a Form 100-W directly to the appropriate service center providing that the service center has established university approved cost rates. This is a federal requirement for all purchases on federally sponsored projects. The university Resource Planning and Institutional Analysis Office establishes approved cost rates. Service centers with approved rates are listed in the University Schedule of Fees and Charges.

Cylinder Gas Orders

All compressed gases, regardless of type of cylinder, must be ordered from the university’s Cylinder Stores Department rather from outside sources. Monthly demurrage charges are assessed to all rental cylinders and billed directly to the project.

In the event a rental cylinder is in the possession of the project after the project ends, any demurrage charges will be billed directly to the PI’s department. Therefore, gas cylinders that are no longer needed should be promptly returned to Cylinder Stores. Upon request, Stores will also pick up empty lecture bottles and other non-rental gas cylinders for proper disposal.

Campus Meter Mail Facilities

Stores Receiving and Mail provides the following services:

  • Campus Mail: Regular delivery and pick-up of internal university mail for the Columbus and Regional campuses including the University Medical Center.
  • Mail drop-off boxes are conveniently located on-campus for sending campus mail, meter mail and express items.
  • Special pick-up arrangements may be made through University Mail Services for large multi-envelope deliveries
  • Meter Mail: UMS applies United States Postal Services (USPS) pre-stamped postage that provides university customers’ substantial discounts.In addition to substantial discounts, the meter mail system offers accounting efficiencies for university customers.

Telephone Service on Sponsored Projects

Regular Telephone Service

Instrument and monthly service charges are not allowable as direct costs on a project unless the project is located in an off-campus location. Requests for new or additional regular telephone service should be submitted via eRequest. These are routed to OCIO/UNITS for review and are forwarded to OSP for approval before being processed. UNITS charges will appear on monthly project statements.

The PI is responsible for contacting UNITS to cancel any recurring charges and have phones removed when the project ends.

Long-Distance Telephone Calls

Long-distance calls related to project business are allowable as direct charges to most projects. To assist a PI in making calls and tracking charges, a UNITS Authorization Code (Auth Code), a six-digit number commonly called a “PLUS number,” may be obtained for making calls from campus telephones.

UNITS will assign Auth Codes specifically to the project requested by the PI. The use of the Auth Code enables UNITS to charge the calls directly to the project. Such charges will appear on the monthly project statement.

The PI is responsible for maintaining proper security of the assigned Auth Code. The Auth Code should be safeguarded at all times to prevent unauthorized use. The PI should not divulge the code to anyone not authorized to place long-distance telephone calls on the project. Use of the Auth Code implies certification that the call is required for and properly chargeable to the project. The Auth Code should only be used for project business. In instances where long-distance calls are charged to department fund accounts in error or for occasional convenience purposes, it will be necessary to transfer the charges to the Office of Sponsored Programs project account.

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