Butler Institute For Families

The Butler Institute for Families is part of the Graduate School of Social Work at the University of Denver. The University of Denver is a non-profit educational corporation, founded in 1873.

The University of Denver’s legal name is Colorado Seminary, which owns and operates the University of Denver, and should always be used in conjunction with University of Denver on legal documents.

Since the University of Denver (DU) accepts federal contracts and grants, we are bound by federal purchasing guidelines. To this end, we have established a University Purchasing Policy Manual. Vendors should be aware of our terms and conditions, which normally prevail for all DU purchases.

• General Terms and Conditions
• Government Sub-Contract Terms and Conditions

The first step when doing business with the University of Denver is to complete a Vendor Application and submit a W-9 to Purchasing Services (fax to 303-871-2250). (You will need Adobe Reader to view these documents.)

The University of Denver uses the W-9 to collect the taxpayer TIN (tax identification number), which we use to report qualifying income payments annually to the IRS on form 1099. For more information, see W-9 and 1099 reporting requirements.

In response to credit application requests, we generally provide the information available below. (You will need Adobe Reader to view some of these documents.)

• References & Contacts
• IRS Tax Exempt Letter
• Colorado Seminary W-9
• Colorado State Sales Tax Exemption
• City of Denver Sales Tax Exemption
• Sales Tax Exemption Certificate Multi-Jurisdiction

Since we are a decentralized purchasing organization, departmental staff initiates and approves all orders and payments. Our primary method of purchasing is the University of Denver (DU) purchase order. Vendors should not accept orders above $900 without a DU PO number. The valid PO number format is P0xxxxxx.

Please remember that the University of Denver is exempt from sales tax for purchases made within Colorado (Colorado State Sales Tax Exemption).

1. The invoice should include your name and contact information (address, phone, email, etc.).
2. It should be billed to:
   Butler Institute for Families
   University of Denver
   Attn: Cindy Whittemore
   2148 S. High St.
   Denver, CO 80208
3. Make sure the invoice references the PO number (if applicable).
4. All invoices should have a unique invoice number and need to include a detailed list of items purchased or services performed.
5. Please remember that the University of Denver is exempt from sales tax for purchases made within Colorado (Colorado State Sales Tax Exemption). Here is a sample invoice to help get you started.

Send original signed invoices for the Butler Institute for Families to:

Butler Institute for Families
University of Denver
Attn: Cindy Whittemore
2148 S. High St.
Denver, CO, 80208

Make sure the invoice references the PO number (if applicable). Please remember that the University of Denver is exempt from sales tax for purchases made within Colorado (Colorado State Sales Tax Exemption). No copies or faxed invoices can be accepted.

Invoices are paid based on the terms on the invoice. Invoices with terms of “Due Upon Receipt” will receive payment quicker than invoices with terms of “net 30.” The quickest form of payment is through a Butler staff member’s Purchasing Credit Card.

Our secondary method of purchasing is the University of Denver’s Corporate Purchasing Credit Card. It is valid for legitimate Butler business purchases of less than $2,000. Departmental staff initiating the purchase may ask if you will accept the Purchasing Credit Card for payment, or you may ask staff if it is an option. Please remember that the University of Denver is exempt from sales tax for purchases made within Colorado (Colorado State Sales Tax Exemption.

Yes, direct deposit of your payment is available. Simply complete the Request_for_Direct_Deposit_Request-vob form and mail, fax, or email your completed form to Purchasing Services. (Contact information is on the form.)

If a payment is late, the first point of inquiry should be to the Butler Institute for Families’ accounting department contact, Cindy Whittemore (303-871-7902 or Cynthia.Whittemore@du.edu).

Please note that payment terms of “Due Upon Receipt” on the invoice results in quicker payments. The quickest form of payment is through a Butler staff member’s Purchasing Credit Card.

The University’s Travel Policy authorizes reimbursements for necessary and reasonable expenses incurred when traveling on official University business. Travelers are expected to operate in the best interests of the University at all times, and to use the most cost effective means of travel consistent with the work assignment. (You will need Adobe Reader to view this document.)

Please contact Cindy Whittemore (303-871-7902 or Cynthia.Whittemore@du.edu) in our accounting department to assist with your travel reimbursement request. You will need to submit a W-9 to Purchasing Services (fax to 303-871-2250) in order to be reimbursed for your travel. (You will need Adobe Reader to view this document.)

The University of Denver uses the W-9 to collect the taxpayer TIN (tax identification number), which is used to report qualifying income payments annually to the IRS on form 1099. (For more information, see W-9 and 1099 reporting requirements.) While travel reimbursements are typically exempt from 1099 income reporting, the University still needs a 1099 to establish a payee in the accounts payable system.

Yes, original itemized receipts are required. The traveler must also complete a Travel Expense Report to accompany the receipts. Only the original signed form is acceptable—no faxes or copies.

The University of Denver will reimburse travelers for the business use of their personal automobile at a per mile rate set by the IRS. (See www.gsa.gov/mileage for current rates.)

Per diem is the preferred method of reimbursement pertaining to travel meals. Receipts are not required for meal and incidental expenses when claiming per diem. The University of Denver pays per diem at the rate set by the General Services Administration (GSA). (See www.gsa.gov/perdiem for current rates.)

NOTE: The first and last calendar day of travel is calculated at 75 percent.

Susan Koalenz, Financial Officer, Butler Institute for Families Susan.Koalenz@du.edu, 303-871-4176

The University of Denver is a non-profit educational corporation, founded in 1873. Our legal name is Colorado Seminary, which owns and operates the University of Denver, and should always be used in conjunction with University of Denver on legal documents, such as contracts.

The address to use on contracts is:

University of Denver
Office of Research and Sponsored Programs
Attn: Lynn Backstrom-Funk, Project Administrator
2199 S. University Blvd.
Denver, Colorado 80208

See Limits of Authority Policy.

Contact Lynn Backstrom-Funk (Lynn.Backstrom-Funk@du.edu) for a Certificate of Liability Insurance. For specific questions regarding insurance, contact the University of Denver’s Risk Management Office at 303-871-2354.

You can download a copy of our W-9 here:

DUW9 ORSP