NOTICE: Document Retention for Fiscal Year Ended June 30, 2014
The University has received official notification that the audit for fiscal year 2014 is complete. P-card receipts that have been electronically imaged into the University's storage warehouse and kept on file at the department level maybe now be destroyed. Additional documents that need to be retained for Federal or grant purposes should be kept in accordance with those specific guidelines.
NOTICE: Technical and General Services Reporting
In the past, the University has followed the procedures of Arkansas Code 19-11-265, regarding Technical and General Service contracts in the areas of information technology, the actual delivery of health care or human care services, or educational services, which required review of transactions exceeding $100,000. However, ACA § 19-11-265(b) provides that the Legislative Council or the Joint Budget Committee may review any contract or group of contracts contemplated by this code.
Effective January 19, 2015, the Legislative Council requested to review all Technical and General Services contracts before their execution that exceed $100,000. Here is a link to information. To streamline our process concerning relevant service contracts, please complete the Procurement Review Form and forward to your Procurement Coordinator. All transactions meeting this requirement will be held in procurement until reviewed by Legislative Council and returned to the University. For questions, please contact your Procurement Coordinator.
NOTICE: UA Open Purchase Orders
To assist UA departments in monitoring current open PO’s the Procurement Department hosts a link, sorted by Business Unit, for your convenience. Please click here: PO List 05/18/2015
Standing/Open PO’s that were created in BASIS with a $1 amount and a 999 tolerance should be closed and a new requisition created in RazorBuy with the anticipated spend for the current fiscal year. The old PO’s in BASIS should then be closed.
All regular PO’s for commodities and services should be examined for the length of time they have remained open to determine the reason they have not closed. Any PO that is no longer needed should simply be closed.
Any travel authorizations or travel related PO’s that need to be closed should be communicated to the Travel Office. Please email the request to close to firstname.lastname@example.org
A purchase made on behalf of the University of Arkansas should be made by issuing an approved university PO to the participating vendor. Utilizing a university P-Card is appropriate when the vendor will not accept a PO and the purchase meets appropriate guidelines. Personal reimbursements should be reserved for emergencies or the rare occasion when a PO or P-Card is unavailable.
The Procurement Staff offers its professionalism, expertise and ability to provide guidance through the acquisition process. Each Purchasing Buyer has a specialty area and additionally is assigned specific departmental units. If you are uncertain of the buyer for your department check the Budgetary Units or call 479-575-2551 and identify your department. The call will be transferred to the appropriate Buyer.
The Purchasing Team responsibilities include:
- Requisition Processing
- Developing Specifications
- Soliciting Bids
- Establishing Contracts
- Vehicle Acquisitions and Reporting
The University is committed to purchase energy efficient equipment that meets EPA Energy Star requirements, when available and practicable. These include but are not limited to personal computers, printers, copiers, faxes, laboratory equipment, lighting, refrigerators/freezers and HVAC's.
AVCB Quick Links:
- Bidder Applications
- Buyer Assignments
- Buyer Departmental Specialty
- Departmental Office Supply Information
- Direct deposit instructions for reimbursement and travel
- Gas Cylinders
- Gifts, Gift Cards & Promotional Items
- Moving & Relocation Information
- Negotiated Hotel Rates
- Printing - Amendment 54 - All printing bids MUST be bid by UA Procurement Office
- Procurement Order - Terms & Conditions
- Procurement Policies & Procedures
- Restaurants & Locations Accepting UA PO's Notice
- Sole Source Instructions
- Technology Pre-Approval
- Vendor Links
- NRA Information
- Vendor FAQ,
- Vendor Proposal,
- Vendor Links
- Vendor Inquiry Website
- Vendor Identification Information (formally W-9)
- Linda K. Fast
Manager of Procurement Services
- Andy Fletcher
- Heather Frankenberger
- Dewayne Keirn
UA Gas Cylinder Manager
- Ellen Ferguson
- Judy Drummonds
Fiscal Support Specialist
- Karen Walls
- Linda Hickman
- Marla Misamore
- Wenoah Goodson
- Whitney Smith