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Brand Engagement and Governance

Order Merchandise and Apparel

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Quick References

  

Steps on How to Order Merchandise & Apparel 

Vanderbilt University and Vanderbilt University Medical Center departments and organizations who would like to place orders for apparel, promotional products, uniforms and awards, must use a licensed vendor (Internal Campus Supplier) contracted by Vanderbilt University. 

 

STEP 1) Get a quote(s) from licensed vendor. 

Please provide the following information to the licensed vendor so they can provide you with a proper quote:

  • Department/Organization name
  • Contact information
  • When you need the product by
  • Budget
  • What products you’re interested in
  • Provide information on what you want on the product
  • Indicate use of the product (Internal Use/Promotional Giveaways, Fundraising/Suggested Donation, Purchase for Resale, Distribution to VU//VUMC Personnel for Reimbursement of the Cost of the Item, Payment with non-VU/VUMC Funds)
  • UNIFORM NOTE: Uniforms are specific, distinctive, conforming articles of attire required by VU/VUMC for particular groups of employees in the performance of assigned job duties. If you are placing an order for a uniform and it is required for your work, CLICK HERE for a list of departments required to purchase from select vendors. If your department is not listed, you can order from any licensed Vanderbilt vendor. For a list of licensed vendors CLICK HERE.

 

STEP 2) Complete the Merchandise Order Request (MOR) Form

  • Complete the Merchandise Order Request (MOR) Form at a minimum of four weeks before the desired date of use to allow for necessary approvals, vendor production, and shipment.

 

STEP 3) Use a licensed Vanderbilt vendor to design and place your order. 

  • The Office of Brand Engagement and Governance will review the information provided on the Merchandise Order Request form and reply to you and the licensed vendor with an approval and a MOR#. When the Office of Brand Engagement and Governance approves your Merchandise Order Request, the licensed vendor will send you the final quote with the MOR# listed. At this time, you or the authorized individual in your department can create a requisition in Oracle and attach the final quote. NOTE: VUMC requisitions are submitted through eProcurement. 
  • The vendor will submit a final proof of the item for approval to the Office of Brand Engagement and Governance. Please note that the Office of Brand Engagement and Governance is approving the use of VU/VUMC logos and designs only. Third party logos and graphics must be approved separately by the Trademark Owner.
  • Once the design is approved by the Office of Brand Engagement and Governance, production can begin.
  • NOTE: If your department plans on using a licensed vendor often, create a Blanket Purchase Order

 

 

Sales Tax and Royalty Rate Rules

Internal Use/Promotional Giveaways
  • Sales tax and royalties exempt
Fundraising/Suggested Donation
  • Sales tax and royalties exempt
Purchase for Resale 
  • Sales tax and royalty applies
  • These transactions are infrequent and isolated and may only be conducted with the approval of an appropriate business/administrative officer. For assistance, please contact brandengagement@vanderbilt.edu 

Distribution to VU/VUMC Personnel for Reimbursement of the Cost of the Item

  • Sales tax and royalty rate applies
  • These orders are subject to sales tax and royalty rates at the time of purchase from the vendor. Since the amount paid by Vanderbilt/VUMC personnel is considered a reimbursement, the amount collected from the personnel must not exceed the invoiced cost paid for the items by Vanderbilt/VUMC

Payment with non VU/VUMC Funds 

  • Sales tax and royalty applies
  • NOTE: If the items purchased are required for work use at VU/VUMC, then the items are exempt from royalties