Frequently Asked Questions

 

What is the process for formal bid solicitation?

Formal bids are advertised on Hogbid, the solictation website for UofA formal bid events.

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

$20,000.00.

See Types of Purchases for an outline of bid thresholds.

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

The bid will list a  Procurement Coordinator who shall be the sole point of contact for formal bids.

 

Are blanket orders to the Bookstore allowed?

All internal blanket orders with the Bookstore were cancelled as of 12/31/2016.  Procurement recommends using a PCard for Bookstore orders.

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

See the Procurement Contracts web page for additional information, or contact IT Services for guidance.

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

See the Procurement Contracts web page for additional information, or contact IT Services for guidance.

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

See the Procurement Contracts web page for additional information, or contact IT Services for guidance.

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

See the Procurement Contracts web page for additional information, or contact IT Services for guidance.

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?

Please navigate the PMC Solutions Website for lease and purchase options. 

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

Departments in other parts of the state of Arkansas should contact the applicable Procurement Coordinator when in need of a copier placement. An optional purchasing route for copiers has been established through the Office of State Procurement. For further information, questions and assistance, please navigate the Office of State Procurement contract listing, or contact Tim Hicks.

 

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 479.575.4195 or 479.575.2554. You can also e-mail Brooke Moore 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?

eProcurement Office at 479.575.2551 or pcard@uark.edu

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 verifying the charges in Workday. As those charges get verified, the receipts will need to be uploaded to the verification.

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. This must be attached to your Workday Verification in the same way that a receipt would be.

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, you can run reports in Workday to pull your credit card transactions for any date range.

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

Yes, on the PCard webpage: https://procurement.uark.edu/e-procurement/pcard/faqs_what_is_allowable.php


When will charges show up in Workday?

Typically the charges will appear in the Workday 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 eProcurement 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 description line?

“Personal Reimbursement for John Doe” is not sufficient. Departments should always list a clear description of what was purchased and how it benefits the University or department.

 

What is the maximum amount of tips allowed on meals?

Up to 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 preferred,  along with the completed Official Function Formfor review and approval by the Procurement Office.  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. 

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, contact 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." (wet ink on paper versus dry ink which is toner used by digital copiers). 

 

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

Contact Printing Services or 479.575.2404.

 

Who do I contact for printing bids?

Contact Ellen Ferguson for questions about setting up the printing bid process and bid specifications.

 

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 $20,000.00 – No contract required.
  • $20,001 - $24,999 - Three Bid Quotations required.  No contract required.
  • $25,000.00 - $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 Procurement. 
    • 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 ellenf@uark.edu.

Who is my Buyer?

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

How do I create a change order, or  cancel/close a PO?

For complete information about change orders, canceling or closing PO's, visit the Workday Training App and review the QRG's listed under:

FIN-19 (Purchase Requisitioning)

or

FIN-20 (Managing Procurement) 

 

Does a request for entertainment for official functions need to be processed through Procurement as a requisition?

Yes. Entertainment for official functions (i.e. Bands, Vocal groups, etc.) must always be processed in Workday to route through Procurement approval.  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, along with the completed Official Function Form, for review and approval by the Procurement Office.

 

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.

As long as the cost of services does not exceed $20K then you can use the provider of your choice.

What is permissible?

There are restrictions on click-thru agreements and downloads surrounding the acceptance of terms and conditions on behalf of the University.

These type of engagements should be reviewed/approved by UA General Counsel and Procurement prior to execution.

Where would I find information on a sole source request?

Visit the Procurement Policy site and Procurement Types of Purchases site for sole source information. 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 obtain competition. You must list these vendors and how they did not specifically meet the department’s needs.   Completion of the Sole Source Request Form is required.

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. 

 

What is sustainability?

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

 

Visit the Workday Training App for a line-up of courses and QRG's.

Request training availability and offerings from BusinessServices:  

https://businessservices.uark.edu/request-training.php 

 

Who is the contact person for purchasing a vehicle?

For questions regarding vehicle purchasing, the contact person is Ellen Ferguson at 479.575.5314.

 

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.

 

Who is the contact person for vehicle reporting?

For questions regarding vehicle reporting, the contact person is Ellen Ferguson.

 

Can any department representative sign a contract or 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.  

See the Contracting Authority Signature Policy for delegated signature authority.

What documentation is required for prizes?

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

For employees, Documentation of gift card/award/prize recipients or participation in official university programs must include recipients name, date and title of event and must be retained at the departmental level and provided to the Procurement Coordinator within five days after the event.

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.