Purchasing

Requisition Form

To request a purchase order for supplies.
This has been formulated for your convenience to figure total cost per line item and also the grand total or "Estimated Cost". Approval signature must be original.

 

Staples

Please contact Chad Mills

 

Personal Reimbursements

Reimbursement Claim Form - This interactive form is required when an individual has made a business-related expense using personal funding. Complete the form, print, and sign. The purchase receipt, if under 8 1/2" x 11" in size, should be taped to a letter-size sheet of paper (careful not to place tape over any text on the receipt), and turned in with the form to the Accounting Office.

 

P-Cards (Procurement Cards)

P-card Receipt Form- Please fill this form out for each receipt that is turned in.

 

Cardholder Delegation Form - this form must be filled out and turned in, along with the receipt(s) of purchase, when a card has been used by someone other than the cardholder. For more information on use/policy of the university procurement card, please visit http://procurement.uark.edu/e-procurement/pcard/P-card Transaction Log - Print and use this log to keep track of all transactions by month. Once completed, this log can be turned in to Kim in the Accounting Office.

 

Bid Information Sheet
(Per Business Affairs Web Site)

Requisition Types:

 

Purchases Less Than $10,000 - Small Order Purchases:
The State of Arkansas considers purchases totaling $10,000 or less, including freight but excluding sales tax, to be Small Order Purchases. These purchases may be made without bidding but competition should be used to the maximum extent practicable. This limit does not apply to state and institution contract items and printing. Departments are advised to exercise prudent judgment in specifying items and entering a source for purchase on the requisition. The Procurement Office will provide information as needed on product specifications and vendor experience for any particular class of commodity for which they have information. Caution: Repeated small quantity purchases of similar items to circumvent the $10,000 bid limit are prohibited. Allow two (2) working days for Purchasing to process after the requisition has been approved by your department. If your requisition is under $1,000 and meets certain parameters, it will qualify for the Auto Purchase Order function in BASIS. This type of purchase will automatically issue a Purchase Order, by-passing buyer review. Auto PO’s are reviewed during post-audit.

 

Purchases $10,000 to $50,000 - Competitive Quote Bids:
Fax Quotation Sheet Telephone Quotation Tab Sheet Written/Fax Competitive Quote Bids may be obtained by departments for bidding purchases which total more than $10,000 but do not exceed $50,000 including freight but excluding sales tax. A minimum of three (3) bids (with actual dollar amounts) must be received, one of which should be a minority vendor, if available for that commodity. If you receive a "no bid" or "no response" from a minority include that on your tab sheet as well as three (3) other quote bids. Departments should use the Faxed Quotation Sheet and Telephone Quotation Tab Sheet listed above when requesting bids. Allow four (4) working days for purchasing to process after your department has approved the requisition in BASIS. Send copies of the vendor’s quote response and completed tab sheet to your buyer’s attention by email or fax. Attachments will be reviewed prior to issuance of a Purchase Order. Departments are given the delegation to solicit bids in this price range but Purchasing is available to assist in processing these bids if departments do not have the time or qualified staff.

 

Purchases Over $50,000 - Formal Bids:
Commodity purchases or services not covered by a state or institutional contracts which total more than $50,000, leases which exceed $50,000 within the duration of the contract, and leases with option to purchase when the value of said commodity is more than $50,000 require formal competitive sealed bidding by the Procurement Office. The average processing time is six (6) to eight (8) weeks as the bid must be developed, advertised, the responses evaluated and the bid awarded. Individuals requisitioning items should allow time for the above procedures when anticipating their purchasing needs. It is never too early to work with your buyer on minimum specifications and delivery requirements.

 

Blanker Orders:
Blanket orders are to be issued for small purchases, rental and lease arrangements. Blanket orders are not to be used to purchase commodities or equipment, which should be procured by competitive bidding. Blanket orders for small purchases are normally limited to $10,000 per month. There are numerous items under state contracts, which are mandatory on the University and, therefore, may not be purchased from blanket orders. Items are added occasionally as the Office of State Procurement may determine a need for additional contracts. This office enters the following statement on all blanket orders to vendors where there is a possibility that contract items could be purchased: "Important! Purchase of the following items are not permitted against this order: bulk paper towels, bulk toilet tissue, light bulbs or ballasts, tires and tubes, paper, printing, office machines, telephones or accessories, furniture, video tape, or capital equipment”. If an individual purchases a contract item against a blanket order, it will be his or her personal obligation, as the University is unable to make payment to a vendor who does not hold the contract for that item. Purchases of food and related items must be identified with a detailed purchase order line description and commodity code number. Each food purchase must be justified by listing University function. Receiving/Receipt information for food purchases is located in Accounts Payable Procedures.