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Welcome to … Purchasing Plus. Purchasing is a “Team Effort” a partnership between your department and the Purchasing Department at U of A! Check online.

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Presentation on theme: "Welcome to … Purchasing Plus. Purchasing is a “Team Effort” a partnership between your department and the Purchasing Department at U of A! Check online."— Presentation transcript:

1 Welcome to … Purchasing Plus

2 Purchasing is a “Team Effort” a partnership between your department and the Purchasing Department at U of A! Check online at or

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4 Linda K. Fast, APO, CPPO, CPPB Manager of Procurement Services 321 Administration Building Department Number Phone: Fax:

5 Procurement Staff Andy Fletcher – Buyer Supervisor Phone: Karen Walls, CPPB – Buyer Phone: Ellen Ferguson – Buyer Phone:

6 Procurement Staff Whitney Smith - Buyer Phone: Linda Hickman – Project Manager Phone: Judith Drummonds – Project Manager Phone:

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8 Andy Fletcher

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10 Karen Walls

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13 Whitney Smith

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15 Ellen Ferguson

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17 P- Card Services Connie Oberg Phone: Marla Misamore Phone:

18 Connie Oberg

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21 Marla Misamore

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23 Linda Hickman

24 Surplus Warehouse Hours Mon – Fri 8:00 a.m. – 4:30 p.m. Wenoah Goodson - Manager Phone: Dewayne Keirn – Manager Phone: Gas Cylinder Management

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27 Please Feel Free to Contact Us with any questions, problems or concerns. You can expect our full cooperation! We are committed to Quality Customer Service…it’s our pledge to you! Remember to PLAN AHEAD Allow a realistic amount of time for the processing of your requisition and delivery from the vendor. Check our suggestions, cautions and information listed on our web site.

28 Purchasing & Contracting Authority U of A Purchasing Department: Purchasing & Contracting Authority for U of A! All purchases, contracts, rentals and leases are subject to policies and procedures set forth by the Board of Trustees of the U of A and regulations and procedures as stipulated in Arkansas statutes and regulations.

29 BASIS requisition processing for U of A Departments Call your Buyer for assistance! BASIS requisitions received by Purchasing without the proper information or documents attached will not receive immediate processing. Contact your department Buyer or see the Purchasing web site for more information

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32 Internal Purchase Requisition Your requisition is strictly an in house document. Please use the comment functions available in BASIS to inform your department, as well as your Buyer of specific processing information or justifications the purchase requires. Please complete all Information necessary for processing and double check for accuracy before sending to your departmental Buyer through the BASIS target system Must have all documents attached Remember - All requisitions must be approved and a Purchase Order issued PRIOR to the purchase Each Purchase Order is valid only for the vendor for whom it is issued. No substitutions for vendors is allowed!

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38 Call your departmental Buyer if you have questions about… Types of Purchase Orders Status of Orders Prepayments Purchase Order Cancellation and Change Purchasing Timetable Procedures for Receiving Freight Shipping & Handling Charges/Tax

39 Merchandise Returns & Repairs Return of Merchandise Restocking Fee Return of Non- Requisition Merchandise or Damaged Goods Repair of Merchandise or Equipment Copier Repair Out of Warranty Equipment Warranty Repairs Please remember to check with the Purchasing Department if you have any questions about the procedures involved in any of the areas listed!

40 Specific Merchandise & Services Office Supplies – OfficeMax Contract Pricing Online & Retail We also use: State Contracts E&I Co-op Contracts US Communities Contracts TIPS/TAPS Contracts Many competitively bid contracts

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43 Computer Hardware, Software, & Peripherals Purchase from the U of A Computer Store Contact your departmental Buyer or Whitney Smith at with general questions. Check with IT if you have a question about your request, be sure to obtain department approval, and forward the requisition to your Buyer for processing.

44 Fixed Asset Purchases Capitalized Fixed Assets are defined for inventory purposes as “all tangible property with a unit cost of twenty five hundred dollars ($2,500.00) or more and a normal usage of two (2) or more years.

45 Fixed Asset Information We are Custodians of State & University Assets Annual Inventory of ALL Tagged Items Tagging of Computer Equipment is scheduled and done by property accounting. Moves of Heavy Pieces may be Done by Facilities Maintenance (Submit a Work Request to the Labor Shop for an internal move)

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47 Wenoah Goodson Call before you purchase something new, she may have what you need at the warehouse! Check with your departmental contact if you need to surplus U of A property !

48 Karen Jones Karen Jones – Travel Manager Phone: Guide - Traveling for U of A Travel Policy Creating Travel Authorizations T-card Information Vehicle Rental Contacts Information on Vehicle Rental Insurance

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50 Official Functions Policy All food /beverage purchases must qualify or meet at least one of the categories below: Meetings to host official guests of the University Meetings of official in-house committees and advisory groups which require a working luncheon Scheduled official receptions, and student honors receptions Meetings of an administrative nature which require employees to work through their lunch Student Functions Meetings with prospective University donors Receptions for official purposes Other events which include the public and/or students

51 Printing ALL printing not processed by PMC Solutions at U of A MUST BE BID by U of A Purchasing Department if using a BASIS requisition. Bidding is good business practice for other funding sources too! Printing is wet ink on paper. U of A has the authority to bid printing up to $25,000. Jobs over that amount must be bid/approved by the Office of State Procurement in Little Rock. Copying is dry ink (toner) on paper. Call PMC Solutions for your printing, mail service & copying!

52 Quote Bids $5,000 - $24,999 Require a minimum of three (3) quotes (no printing) which may be obtained by the dept. quotes are acceptable Send quote information to your Buyer in Purchasing when you process your requisition

53 Sealed Bids over $25,000 Sealed bidding is required for all non contract purchases over $25,000. U of A must follow strict sealed bidding procedures according to state law. Be specific enough to get what you want – brand name, model, item number, etc Be broad enough, so we don’t eliminate competition! Contact your departmental Buyer – we are here to assist you!

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55 Sole Source Procurement Sole Source Purchases are purchases which can only be purchased from a single source. All Sole Source requests must come to Purchasing for approval of documentation. The Manager of Procurement Services and/or the Business Manager must approve all Sole Source purchases for U of A.

56 Complimentary & Preview Purchases Ordering and/or accepting Delivery of Complimentary or Preview Items. Free is Not Always Free! Return and/or Cancellation of Complimentary Orders or Preview Items.

57 “After The Fact” Purchases Any employee that orders and/or purchases goods/services without obtaining proper approval prior to completing an Internal Purchase Requisition and the issuance of a U of A Purchase Order, may ultimately be liable for the cost of the goods/services.

58 “After the Fact” Don’t wait to process your requisition! Your Purchase Order must be issued before the event or items are ordered! Full disclosure and departmental approval must be obtained for any purchases made “After the Fact”.

59 Eric Friend

60 Sample Forms and Information Available on the web or call your departmental Buyer for help! Questions ??? Departmental Number

61 Please Remember to Call Us if You Have Any Questions… We Are Here to Help You!


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