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Cooperative Extension Service |
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Agricultural
Experiment Station |
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U of A Board Policies
Dale Bumpers College
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Cooperative Extension Service
Departments
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| Air conditioners and heat pumps | Office Supplies |
| Business cards (printed in C E S print shop) | Printed Index Tabs |
| Copiers, leased | Stock Continuous Paper |
| Custom Continuous Forms | Telephone Equipment |
| Custom Snap-out Forms | Tires |
| Diploma Inserts and Covers | Toilet Tissue and paper towels |
| Envelopes, printed and plain | Video Tape |
| Lamps (light bulbs) and ballasts | Xerographic and Print Shop Paper |
| Letterhead Envelopes | |
| Microsoft Software |
Other items requiring special consideration:
| Automobiles/trucks | Professional and consulting services |
| Cellular Telephones | Rentals or leases |
| Construction and Capital Improvements | W-2 Continuous Forms |
| Constitutional items (printing and stationery supplies) | |
| Computer Hardware/Software, Data Processing Equipment |
For additional information regarding these contracts, visit the Office of State Procurement (OSP) website.
In some instances, you may purchase items directly and submit an invoice for reimbursement. Requests for reimbursement (PURCH-330) must be submitted by authorized Extension professional staff members. Reimbursements can only be made to the person who actually paid for the items. Extension professional staff members may be reimbursed for the purchase of materials used solely for carrying out Extension work. Remember that all state purchasing regulations must be observed when making any purchases. Individuals may not receive reimbursement for the purchase of any items included on a contract. State contract items change frequently so you should contact the purchasing office prior to making any purchases. In addition, the Federal Smith-Lever Act and CES policy prohibit the purchase of certain items. For a list of those items, review the policy guide.
Purchase Requisition Status
Purchase requests are processed in the order they are completed and approved in Banner Webforms. Processing time can vary depending on the volume of requests and the type of request. For additional details regarding the status of a requisition, see the Requisition Inquiry section under "How do I enter a requisition?"
Blanket purchase orders are issued for small dollar purchase needs of an immediate, though non-recurring nature. State contract items, constitutional items, biddable items, and capital equipment purchases are not allowed against blanket orders. Use the Blanket Order Request Form (PURCH-303) to request issuance of a blanket purchase order. When submitting invoices for purchases against a blanket order, a Blanket Order Authorization Form (PURCH-307) along with any receipts or invoices should be forwarded to the Financial Services office for payment.
Need help in finding out where to buy electronic items or in checking out specifications for such items and what is available? Try the following websites:
For the latest in digital video projectors:
Office of State Procurement (OSP) also has contracts with multiple computer vendors. The Extension Service normally purchases Gateway computers for compatibility and standardization of our network systems. The IT Department has set up a list of standard computers with configurations and quote numbers on their web page. Refer to their web page and click on Computer Purchasing Standards before ordering. Any one desiring to purchase another computer brand must contact the Director of our Information Technology Department for approval. A list of suggested office printers is also on their web page.
When ordering a computer, print the specific model and configuration you desire with any approved accessories from the IT web page. Attach the sheet to a Requisition Routing Slip with the Webforms requisition number and forward to the Financial Services office. If a computer system configuration changes or the price increases significantly, Purchasing will contact the requester for approval before completing the order.
For OSP Digital Wireless information, go to the IT Department web page and click on Helpful Information and then click on the AT&T Wireless Management. Follow the instructions for accessing our Extension cell phone site. You cannot order from this site, but you will be able to view the different cell phones available on the state contract. Once you decide on the phone you wish to purchase, email the purchasing office with pertinent information, including phone brand name and model, any accessories wanted, where the phone will use primarily, and the fund and org codes to be charged. Include the current cell phone number of the user, if not ordering new service.
ADC Foundation - If you are requesting reimbursement for a purchase, submit paid receipts for the amount of the reimbursement along with a University of Arkansas Foundation Payment Authorization (UAFound-20). If you are requesting payment to a vendor, submit the vendor invoice along with a Payment Authorization (UAFound-20). You must include the name and number of your U of A Foundation account on all payment requests.
4-H Foundation - If you are requesting reimbursement for a purchase, submit paid receipts for the amount of the reimbursement along with a Request for Payment. If you are requesting payment to a vendor, submit the vendor invoice along with a Request for Payment. You must include the name and number of your 4-H Foundation account on all payment requests.
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University of Arkansas • Division of Agriculture |
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