UAPB Aquaculture/Fisheries - Requisitions and Purchase Orders

Aquaculture/Fisheries Graduate Program - Graduate Student Living

Purchase Reimbursements, Requisitions, and Purchase Orders (PO's)

You may have to order materials at some point for your research at UAPB. For this you will need to know about purchase orders or PO’s and requisitions. You may also have to use your own money for things with later reimbursement. Most of the following purchasing information is included in the AQFI procedures manual. If you don’t have one of these you should ask for one.

Requisition and Purchase Orders

Used if you want to buy something for your research etc.
First, call or visit the place you want to buy something from. Get a quote on the full price including tax and shipping. There will be no sales tax if the item is shipped from another state outside of Arkansas. Get approval to buy items from your major professor and be sure to get an account name and number from your major professor. Once you have this information, you can fill out a Requisition (example provided in the graduate student packet). The form for requisitions is also located [here].

For purchases you can do one of three things:

Use Your Own Money - If you do this, you will need receipts, two signed copies of the filled out requisition form, and a reimbursement claim form located at http://www.uapb.edu/faculty_staff/administration/administrative_forms.htm
Check Requested – With this process you will receive a check to pay for what you order so it is critical that you get an accurate price quote from the company. Many places will offer a 30-day guarantee on the price of the product you are going to buy. You will need to get an invoice faxed to you from the company. You will also need two signed copies of the filled out requisition with the correct costs for the items. The requisition needs to say CHECK REQUESTED in the description section, under the description of the item. Your secretary will give you a check so you can purchase the item.
Purchase Order (PO) – If the company does frequent business with the university, they may take a purchase order number and ship the materials. You can call the company and ask if they have an account with the university and ask if they will accept a purchase order. For this process, you will need a PO number from a secretary to give to the vender. This tells the company that they will get their money eventually and it is OK to ship things. To get a PO you will need to fill out and sign two copies of a requisition with the cost and account number/names to be charged. Give this to your secretary and You then fax the company the PO number given to you and the university pays the company when the goods are delivered and the university receives an invoice.
- For all purchases, the delivery box will have a packing slip with an INVOICE. This needs to be given to the secretary. If the box does not include this, you need to call the vender and get one.
- If your office is in Woodard Hall your secretary for purchasing is Mrs. Cobbs.
- If your office is in 1890 Extension Building, your secretary is Cassandra Byrd.
- If your office is in the SJ Parker Building, your secretary is Marolyn Farris.