Frequently Asked Questions

Questions

What is the procedure for sending out formal bids?

The U of A faxes out a notice by letter to the vendors who are currently on the bidder’s list for a specific product. The letter includes the bid number, name of bid, and the bid opening date and time, as well as the website address where the vendor can download the bid. It also includes the name, number and email address of the person to contact for any problems the vendor may have while downloading the bid.

The U of A faxes out a notice by letter to the vendors who are currently on the bidder’s list for a specific product. The letter includes the bid number, name of bid, and the bid opening date and time, as well as the website address where the vendor can download the bid. It also includes the name, number and email address of the person to contact for any problems the vendor may have while downloading the bid.

What is the dollar amount before I have to send something out for bid?

$20,000.00

What is the website address where formal bids are listed?

Formal Bids can be seen at the HogBid website. On this website if the tab sheet column says yes then the tab sheet has been posted. When you see a date under the Date Awarded column this means the bid has been awarded. If you want to know to whom the bid was awarded, contact Linda Hickman, Bid Clerk at 479.575.6290. If you are not able to download a bid you can contact either Linda Hickman or the buyer to get a copy mailed or faxed to you.

How does a vendor get on the UAF bidder’s list?

Complete the bidder’s application.  If you have any questions regarding this procedure please contact Linda Hickman at 479.575.6290.

Who do I contact when I have a question about the specifications of a bid?

The bid will have a departmental contact person and/or buyer name to contact.

When the bid clerk is not available whom do I contact if I have a question regarding a bid?

Ask for the buyer as listed on the bid.

What is the time frame and procedure for protesting a bid?

A formal letter is sent to Kim Williams, Business Manager, to ADMN 321. She can be reached at 479.575.4900.

Are blanket orders to the Bookstore allowed?

As of December 31, 2016 all internal blanket orders with the Bookstore will be cancelled.  Therefore, we recommend that you begin using a PCard for your orders with the Bookstore and cancel your "internal blanket" orders as soon as possible.


Can I purchase Microsoft software from a vendor of my choice?

No. A mandatory state contract for Microsoft Software products exists for purchase of Microsoft Products. See the Procurement Contract Item web page for additional information. Check with Whitney Smith at 479.575.5158 in the Procurement Office regarding further information.

Can I purchase Adobe software from a vendor of my choice?

Yes. However, an optional contract for Adobe Software products exists with educational discount pricing. See the Procurement Contract Item web page for more information (Keep in mind the bid limit of $10,000 if purchasing Adobe products outside of this contract). Check with Whitney Smith at 479.575.5158 in the Procurement Office regarding further information.

Can I purchase a computer of my choice from a vendor of my choice?

No. Check with Whitney Smith at 479.575.5158 in the Procurement Office regarding mandatory and optional contracts in place for purchase of computers. See the Procurement Contract Item web page for more information.

Can I purchase a printer of my choice from a vendor of my choice?

No. Check with Whitney Smith at 479.575.5158 in the Procurement Office regarding mandatory and optional contracts in place for purchase of printers. See the Procurement Contract Item web page for more information.

Who is responsible for Construction bids?

James Ezell at 479.575.2554 and Ellen Ferguson at 479.575.5314 handle all construction bids.

 

Who do I contact if I want to purchase or have service performed on a copy machine?

Departments on the U of A – Fayetteville campus and the Northwest Arkansas region should contact Penny Bellard, PMC Solutions, at 479.575.5970 when they need a copier placement or need service on their copier.

If I am at an off campus location, who do I contact for copier information?

Departments in other parts of the state of Arkansas and across the country should contact Karen Walls at 479.575.6400 when they need a copier placement. Contracts for leasing and purchasing copiers are available for departments when ordering their copier. If a department chooses not to use one of the existing contracts, a formal bid will have to be processed by the Procurement office.

 

Where can I find forms on-line?

On the Procurement forms web page.

 

Who do I contact with a question about insurance?

Contact the Risk Management Office at 479.575.5314 or 479.575.2554. You can also e-mail Ellen Ferguson or James Ezell.

What types of insurance are available?

The Risk Management Office handles the following types of insurance: Building/Property, Automobile, Student Travel Accident, Camp Accident, Special Event Liability, Professional Liability, and Student Professional Liability.

 

Who do I contact with questions concerning the PCard?

Carol Wade, eBusiness/PCard Manager at 479.575.6279. 

Is there a website available with general PCard information?

Yes, the PCard webpage. pcard.uark.edu

Am I required to keep receipts?

YES!! Detailed receipts for every PCard purchase must be kept and given to the person in your department that is approving the charges in BASIS. As charges are approved, a document number is written on each receipt and the receipts are uploaded via Kofax.

What if I cannot obtain or find a receipt?

If you have lost a receipt, contact the vendor first. Most vendors can provide a duplicate copy or re-print a receipt. If you are unable to obtain a copy of a missing receipt from the vendor, then you must fill out a Lost/Unobtainable PCard Receipt Form.

Is the PCard issued for the entire department?

No, the PCard is issued to individuals only.

Will I get a credit card statement?

No, you will not get a statement from US Bank. However there is a JOB which can be run in BASIS - UPS which will print out a statement. In the UPS application, command JOBS, action “S”, the job is UPJPCSTM. The JOB can be run for an entire budgetary unit, or for an individual cardholder for any time period desired.

Is there a list on the web page showing items that cannot be charged on the PCard?

Yes, on the PCard webpage. pcard.uark.edu

How do I determine PCard cutoff dates?

The PCard cut-off dates are listed on the PCard webpage, pcard.uark.edu, under 'Training & Reference Material'.

You can also go into BASIS - UPS and use command EBP to view a table listing cut-off dates. Make sure you have US Bank in the vendor field, your action as View, hit enter and this command will show you cut-off dates for the next 2 (two) PCard cycles.

When will charges show up in BASIS?

Typically the charges will appear in the BASIS system within 3 days after the transaction has taken place.

What do I do if a charge shows up that I (the cardholder) did not make?

If you cannot resolve the problem with the vendor and receive a credit, then you should contact US Bank Customer Service (1-800-344-5696) to report the fraudulent charge. 

What if the cardholder does not turn in a receipt?

If you have lost a receipt, contact the vendor first. Most vendors can provide a duplicate copy or re-print a receipt. If you are unable to obtain a copy of a missing receipt from the vendor, then you must fill out a Lost/Unobtainable PCard Receipt Form.

If the cardholder simply does not turn in any documentation, they will receive a written warning from the Business Office after the first occurrence. Repeated failure to submit necessary documentation will result in suspension of PCard privileges.

What information is necessary for a reimbursement on the REQL description line?

“Personal Reimbursement for John Doe” is not sufficient. Departments should always list a description of what is being purchased and how it was used on the REQL description line.

Who signs the reimbursement claim form when the Department Chair is asking for a reimbursement?

The Dean of the College.

What is the maximum amount of tips allowed on meals?

20% (If the bill has a pre-determined service charge added in by the restaurant, we can pay all of that.)

What is the policy regarding reimbursement through the Procurement Office on tips for meals during an official function?

An itemized meal receipt is always required. In those instances where there is a mandatory tip printed on the bill and it exceeds 20%, as long as it is a required amount to pay as policy of the restaurant with regard to a large group, this will be allowable as you have no control over the amount of the tip. However, if you manually include an additional amount above what was printed on the receipt, this amount will not be reimbursed. Other tips area allowed for reimbursement up to 20%.

What is the proper procedure if I have lost my receipt for my reimbursement claim?

Departments can provide an affidavit of lost receipt, including the name of the person claiming reimbursement, date of purchase, item purchased, cost, and explanation of circumstances. This form should be signed by the person claiming reimbursement.

What items cannot be paid on a personal reimbursement?

Any item that would be considered taxable income to an individual cannot be paid on a personal reimbursement. Examples of taxable income include, but are not limited to the following: Bands, vocal groups or artists, medical services, royalty payments, etc.

A general rule to follow is this. If the payment is to be for a service, then a requisition must be processed because the payment will be taxable. If the payment is to be for a commodity, (tangible item) the payment will probably not be taxable.

For questions regarding this issue, Tax Compliance, at 479.575.4717.

 

What is the State’s definition of printing?

Printing means “the process of transferring images, by use of standard industrial type printer ink, upon paper documents such as letterhead, envelopes, pamphlets, booklets and forms.

Who do I contact to receive help or inquire about a printing job?

Contact Melissa Couch at 479.575.2404.

 
 

What determines if a contract is “professional services”?

Please refer to PCS guidelines on web page.

What are the dollar limits of PCS contracts?

  • Under $10,000.00 – No contract required.
  • $10,000.00 - $49,999.99 – State of Arkansas PCS Contract Required.
    • If the projected total over the life of the contract is less than $50,000 then it will be signed by the Director of Procurement Services.
    • If the projected total is $50,000 or greater, pre-approval by Legislative Council is required. 
  • $50,000.00 and over – State of Arkansas PCS contract required.  Pre-approval by Legislative Council is required.

Who is the contact person for PCS contracts?

Contact Ellen Ferguson at 479.575.5314.

Who is my buyer?

Review the Procurement webpage for budgetary unit assignments or call 479.575.2551 for information.

Who do I contact to get a PO re-faxed to a vendor or to the department?

Contact Linda Hickman at 479.575.6290. 

How do I change cost center distribution on a PO line?

Review the BASIS webpage specifically for the step-by-step process on “Creating Requisitions” in the UPS application.:

How do I cancel and/or close a PO?

PO’s with no encumbrance can be canceled by the following command: POIT (Purchase Order Item change TARGET) – enter the PO # in the banner field. Delete the quantity if the unit measure is quantity receiving (i.e. “EA”), OR delete the unit price if the unit measure is dollar receiving (i.e. “$”). Use same steps for multiple lines on a PO. Be sure to include a comment on F11 regarding each transaction and then press F10 to save.

PO’s with encumbrance can be closed by the following command: POIT (Purchase Order Item change TARGET) – unit price should be changed to match the received, invoiced and expensed amounts shown in the bottom right hand corner of the screen (these 3 amounts should match in order to make the change to the unit price). Be sure to include a comment on F11 regarding each transaction and then press F10 to save.

Internal PO’s can be closed by the following command:  IPO (Internal Purchase Orders).  Tab to the action field and type 'U'; Tab to the PO field and input the purchase order number. Press Enter. The cursor will be in the status field.

  1. Change the status to a 'C' Press Enter to validate.
  2. You will receive a message which says, 'All entries are valid, press PF10 to save.'
  3. Press PF10

Also, an internal purchase order may be 'canceled' as long as no 'expensing' has occurred against the purchase order.  The IPO function is the avenue to use for this process.

  1. Input IPO in the Command field; Tab to the Action field and type 'U'; Tab to the PO field and input the purchase order number. Press 'Enter'.
  2. The cursor will be in the Status field.
  3. Change the Status to an 'X' and press 'Enter' to validate.
  4. You will receive a message which says: 'All entries are valid, press PF10 to save.’
  5. Press PF10. The transaction will route to the service desk of the internal vendor for approval. Upon final approval of the transaction, the Status will be an 'X'. Any encumbrance will be removed from DART.

How do I find out why a PO was canceled?

Go to command LTPO (List Transactions for a Purchase Order) - enter the PO # and select the entry to see the comment provided at time of transaction.

 
 

Does entertainment for official functions need to be entered into UPS as a requisition?

Yes. Entertainment for official functions (i.e. Bands, Vocal groups, etc.) must always be entered into UPS as a requisition prior to the event, to the vendor providing the entertainment. Entertainment should never be paid for by members of our faculty/staff and then request a reimbursement. This is a tax issue that requires the entertainment vendor to report to the IRS. Any contract or appearance agreement should be supplied, reviewed and signed by the Procurement Office.

Do departments need to print the requisition screen to send over with supporting documentation?

No. However, departments should be sure to include the requisition number on all supporting documentation.

What is the difference between Invoice Attached and Check & Form w/Order?

Invoice Attached (Req Type “IA”) is used when paying for something that has already been received, and for which you have the invoice in hand. Check & Form w/Order (Req type “RE”) is used to PREPAY for something being ordered, such as a subscription or membership. Note that many membership & subscription forms have the word “Invoice” on them; despite this, they are still to be processed as Check & Form w/Order. For Check & Form w/Order requisitions, be sure to include the “C” handling code on the REQH screen. Send supporting documentation, including the requisition number to the Procurement Office located at ADMN321.

I lost my requisition number in BASIS, where can I find it?

Requisition numbers can be found in BASIS by the following command: LORC (List Open Requisition lines by CCC) – enter your cost center number. The command LRQS (List Requisitions for Status) can also be used to find a requisition number.

What is permissible with public funds?

Food, supplies and decorations for an official retirement reception (onsite and open to guests, i.e. public officials, donors, students, etc.) is acceptable, but not acceptable for an internal department event.  A plaque or similar item of approximately $100.00 or less is an acceptable gift.  PCard is acceptable (with clear documentation) for all of these items.  Anything more should be funded through foundation funds or your personal contributions.

What is permissible?

There are restrictions on click-thru agreements and downloads surrounding the acceptance of terms and conditions on behalf of the University.  Please contact Becky McCoy, UITS Contract Manager, for further guidance. 

Where would I find information on a sole source request?

Visit the Procurement Policy and Procedures for sole sources. Please contact 4-help or your Procurement Coordinator for additional information.

On sole source requests, are departments required to contact other vendors?

Yes. You are still required to contact other vendors to try to get competition. You must list these vendors and how they did not specifically meet the department’s needs.

 

What is permissible?

Units shall submit requests for event sponsorships of any amount to the University Advancement/Development Office by sending email to spev@uark.edu, in a timely fashion (and ideally not less than 14 days before the sponsorship event) prior to making any commitments.  Special circumstances will be considered. 

Who do I contact about surplus property?

Contact Wenoah Goodson at 479.575.2325. If she is unavailable, contact Andy Fletcher at 479.575.6761.

 
 

What is sustainability?

Sustainability is “meeting the needs of the present without compromising the ability of future generations to meet their own needs."

 

Who do I contact for UPS/Basis training?

Contact Donna Carter at 479.575.8414.

Who is the contact person for purchasing a vehicle and vehicle reporting?

For questions regarding vehicle reporting or purchasing, the contact person is Kallie Tanner at 479.575.8481.

Who is the contact person for vehicle licensing and insurance?

Contact Ellen Ferguson at 479.575.5314 for questions regarding insurance on vehicles or registration of vehicles.

 
 

Can any department representative sign a contract/agreement with a vendor on behalf of the U of A?

No. All contracts/agreements that require signature on behalf of the U of A must be reviewed by the Procurement Office and the General Counsel Office before authorized signature takes place.

What documentation is required for prizes?

For non-employees, a completed W9 from the prize recipient with a form (or memo) attached to the W9 that states what the give-away was for, who was eligible to participate, and the value of the prize.

For employees, some sort of form which includes the recipient’s signature, employee ID, what the give-away was for and the value of the prize.

When are conference registrations processed by Travel and when by Procurement?

If the conference is local, and NO TRAVEL AUTHORIZATION will be processed, you may enter a Requisition. This is also true for web/online conferences. If there is ANY travel involved and you are using a TA, the registration must go through the Travel Office.

NOTE: Helpful manuals and quick references for BASIS applications, including the UPS-University Procurement System application can be found on the BASIS Home Page.