Procurement
The function of the Department of Procurement, Construction, Travel, and Card Services is to oversee the purchase (procurement) of all goods and services that are needed for the operation of UCA.听BT天堂staff should always access the听 Procurement website through the MyBT天堂homepage Purchasing tile.
Although it may seem daunting at times, remember that the approval process is in place to prevent theft and fraud; the process also protects the initiator from inadvertently not abiding by purchasing policies and laws.
Sign up for: Banner Requisition Training听
The steps in the procurement stream are outlined in the Banner 9 Requisition Training Manual (link below).
/procurement/protectedcontent/resources/
A best practice is to attend a training, learn the rules, and refer to the manual.听听
Vendor Forms
All requisitions require a vendor to be in the Banner system. If the vendor is not in Banner, choose from the forms below.
Please send all vendor forms to vendorforms@uca.edu
W-7, W-8, and W-9听
These forms are simply requests for taxpayer identification numbers so that BT天堂can pay the vendor and report the taxes.听
Form W-7 is required for vendors who have a tax ID number but do not qualify for a Social Security number.
Form W-8 is required for vendors who are non-resident aliens or foreign businesses.
Form W-9 is required for businesses and individuals who use a tax ID number or a Social Security number.
Purchase Justification Form
A Purchase Justification听is required to document the necessity of intangible purchases like memberships, or purchases that might be mistaken as personal in nature such as cell phones, laptops, clothing, ink, toner, printers, and promotional items.听 A听Purchase Justification form (sent via DocuSign) will be used for P-Cards only. Justifications for items ordered on requisitions will be placed in Document Text within the requisition; please remember to uncheck the print box next to the justification text.听
Food and Miscellaneous Expense Form
Complete this required听Official Functions Food Approval听form as a standing justification听to purchase food and related items for events about university business. The form will remain on file until canceled. Make sure new employees create a new one
Please see the Event Planning听tab听for room reservation and food ordering guidelines.
Purchase Order Change Order Form
Complete a听听form听to change quantities ordered, dollar amount of the purchase price, or to cancel a purchase order. It can be accessed through DocuSign. (DocuSign users should follow your training.)
Bank of America Procurement Card (P-Card)
Please refer to the听Departmental Credit Cards tab for more information.
Contracts
It is mandatory, as per BT天堂Board Policy #416, to route all contracts听through the office of General Counsel via Procurement.听听Send the Contract Routing and Approval Form, along with a copy of the contract and attached BT天堂Rider, to the Procurement department. Once approved, it routes to the General Counsel’s office. The authorized signatory will be the college or department’s direct report. If the contract is for a high dollar amount, it will require a signature from the president or board chair; in some cases, it may require the board of trustees’ approval.听 Allow two weeks for the completed process.听 DocuSign is not an option at this time.
Ordering Office Supplies
All office supplies must be ordered and paid for through (Government Supply Services) using a p-card.听
Ordering Technology
The BT天堂Division of Information Technology provides a听Technology Purchasing Guide to give university faculty and staff a standardized, comprehensive, and affordable selection of technology offerings. Please refer to this guide and its ordering instructions before preparing a purchase order.
Amazon Business Account
P-card holders purchasing items from Amazon are required to order under UCA’s Amazon business account.听 Please contact Procurement at purchasing@uca.edu for more information and to register for an account.
Toshiba Copier Information
BT天堂has a contract with Standard Business Systems for its campus copiers. A standing purchase order is required at the beginning of every fiscal year for the lease. For further information about service and support for your office’s Toshiba copier, please refer to the Extras tab.听
Additional Purchasing Forms
Other BT天堂purchasing forms (for internal use) can be found under the Purchasing tile on myUCA.
Who to contact for a purchasing question…
General purchasing questions should be sent to purchasing@uca.edu; Denise Fowler听will answer your question, or she will transfer your question to the correct buyer or supervisor. Visit the Staff听page and select any staff member’s name to view their individual job responsibilities.听