Procurement

GENERAL INFORMATION

During the academic year, each department's Administrative Assistant will be the first point of contact for their faculty's procurement needs; during the summer, support will be provided by the CLA Dean's Office. Purchases in CLA are made using the methods that are generally approved for UAF: department procurement cards (procards), and Banner procurement, and petty cash. 

No work is to be started, or goods accepted by a vendor, until we know that they will accept a credit card, or there is already a purchase order in place. 

Coordinating all purchases through the department Administrative Assistant will increase compliance and eliminate the need for unauthorized purchase forms and employee reimbursements, all of which increase the time that it takes for the vendor to receive payment and require additional administrative work. 

PROCARDS

Procards can be used for most items under $5,000, with the exception of some specifically disallowed items (Disallowed items). Please see the Procard page for information specific to the use of the procard. 

BANNER PROCUREMENT

Banner procurement methods are to be used when vendors do not accept credit cards, the purchase amount is greater than $5,000, or the item is disallowed as a procard expense. 

PETTY CASH

Employee reimbursements should rarely occur, as all procurement is to be initiated through the department. However, if the situation arises that an employee has made a purchase out-of-pocket that is less than $100, a Petty Cash Voucher can be completed and submitted to the Office of the Bursar for reimbursement. Please be aware that certain items are also disallowed from petty cash; the items are listed in the Petty Cash Form.  

The Administrative Assistant will make the determination as to whether or not to make a purchase on their own procard, offer a custodial procard for the faculty member to make the purchase, or if a Banner requisition will need to be entered. 

PROCUREMENT FORMS & RESOURCES

Please review the Procurement Flowchart to familiarize yourself with the steps that are necessary to follow in CLA's and UAF's processes to make sure that vendors are paid appropriately and in a timely manner. 

The documents required for the following Banner procurement processes, and step-by-step instructions for their entry, have been provided below: Employee Reimbursements, Fellowships, Guest Speaker/Performer Payments, and Honoraria. 

The Unauthorized Purchase Form, also available below, is required for Banner procurement actions that occur after the services/goods have been obtained (i.e. they were obtained prior to the vendor being issued an authorized purchase order); this does not apply to credit card purchases.