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EVENT GUIDE Main option

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Created on February 18, 2026

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Transcript

PROCUREMENT EVENT GUIDE

gOLDEN RULES BEFORE WE START

Where is your event?

ON-CAMPUS

OFF-CAMPUS

Planning

01

Planning

01

reserving

02

reserving

02

paying

03

paying

03

post-event

04

Where are you in the event lifecycle?

reserving

02

Planning

01

paying

03

post-event

04

On-Campus

PLANNING

Define the Event

Budget Review

Compilance Check

Transportation

EM Approvals

On-Campus

RESERVING

Space Reservation

Catering

Decorations

Marketing & Swag

Rules & Restrictions

On-Campus

PAYING

Type of Purchase

Vendor Classification

Catering Payments

Out-of-Pocket Reinbursement

P-Card Restrictions

On-Campus

Where are you in the event lifecycle?

reserving

02

Planning

01

paying

03

post-event

04

Off-Campus

PLANNING

Define the Event

Budget Review

Compilance Check

Transportation

EM Approvals

Off-Campus

RESERVING

Space Reservation

Vendor Quote & Contract

Entertainment

Decorations

Marketing & Swag

Off-Campus

PAYING

Type of Purchase

Vendor Classification

Catering Payments

Out-of-Pocket Reinbursement

P-Card Restrictions

Off-Campus

Post-Event Reminders

  • Collect ALL vendor Invoices
  • Verify services were delivered as agreed
  • Submit invoices to EMFINADMIN@ucmail.uc.edu referencing PO number
  • Submit P-Card documentation promptly
  • Submit reinbursement within 30 days
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GOLDEN RULES

❗ Never sign quotes, contracts, or terms & conditions. ❗ Staff are not authorized signers for UC. ❗ Speaker fees cannot be paid by p-card. ❗ Term contract vendors (e.g., Sodexo) require Purchase Orders. ❗ Quotes of $15,000 require a bid process. Immediately contact EMFINADMIN@ucmail.uc.edu. When in doubt, contact EM Financial Administration before purchasing.

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