The University of Nevada, Las Vegas may purchase a subscription to books, magazines, newspapers, films, publications, software service (SAS) subscriptions or software licenses for departmental use. Please refer to the following policy to find out if your publication can be purchased for your department.

Policy

Subscriptions for purchases of books, magazines, newspapers, films, publications or software as a service shall be in the name of the university, not the name of the employee or student.

A subscription may not be mailed or addressed to a home address.

Example of a proper subscription address:

University of Nevada, Las Vegas
College of Education (Professor John Doe)
4505 Maryland Pky Box 45xxxx
Las Vegas NV 89154-xxxx

Payment for either a new or a renewed subscription, up to one year, may be made in the fiscal year the original subscription is invoiced or the renewal invoice is received.

  • State funds are authorized for use if the invoice date is on or before June 30 of the current year and effective for the following fiscal year
  • State funds are not authorized for use if the invoice date is on or after July 1 of the following fiscal year and also effective for the following fiscal year.
  • Regardless of source of funds, a request for payment of a subscription longer than one year must include justification of the cost advantage of subscribing for a period longer than one year.
  • No payments will be permitted for more than a two-year subscription period.
  • Only one payment per subscription may be made in the same fiscal year.

Procedure

To Pay for Either a New Subscription or a Renewal

  • Purchase Order, Supplier Invoice Request or PCard are acceptable methods of purchase.
    • Complete the subscription invoice or renewal form in the format shown above and the department’s telephone number, and
    • Issue a requisition to initiate purchase order or
    • Issue a supplier invoice request (SIR) or
    • Purchase by PCard and attach subscription invoice or renewal form
  • Software subscriptions purchased by PCard must be pre-approved by Purchasing. Please send an email approval request for the desired purchase to pcardunlv@unlv.edu.
    • Complete the subscription form in the format shown above and the department’s telephone number.
    • If not on form, include the name of the software/subscription for the purchase request, the amount for the purchase, and the website/weblink for the software purchase.
    • Complete and attach the PCard software questionnaire to the email
    • Once approved, attach response and documents to PCard reconciliation.

Some Things to Remember

  • Subscriptions may only be made for one year, unless there is a valid savings to the university (and then, a maximum of two years is allowed).
  • All orders must be made in the name of the University or Department.
  • You may use a SIR to pay for a subscription or renewal — a purchase order is not necessary.
  • Software Support Agreements are considered software instructions and do not qualify as a subscription. Submit these purchases on a requisition for purchase order.

For any questions, please contact accountspayable@unlv.edu or 702-895-1157.