Purchasing

SBO can procure anything you may need for your program. Please review the choices below and complete the appropriate form so we can get started on your request.

Read through our Procurement Cheat Sheet to avoid delays in your purchase request. 

Purchase Request Types

Contract Setup/Purchase Order Request

Purchase Orders (POs) are only way that purchases over $5,000 can be made at the University of Alaska. POs under $5,000 may be issued where a ProCard is not able to be used due to the nature of the purchase or if the vendor does not accept credit cards. Please review the list of PO situations below to assist with completing the SBO Purchase Request Form. 

Single item goods that are valued at $5,000 or more are considered equipment and must be tagged as University property and purchased with a PO for proper tracking in Banner.

Equipment valued at $10,000 or more must be competed to obtain the best possible price. If only one vendor and/or brand is acceptable and there is no substitute, the Restrictive Specification Form must be completed and included with the submission backup to SBO.

Regardless of sole source, backup should always include a detailed specification list (usually in the form of a quote) as well as shipping cost estimates and timeline.
UA P&CS Definition: Non-personal services are labor, time, or effort by a contractor, which does not result in the delivery of commodities or equipment.  Examples might include travel agents, photographer, janitorial and repair people. 
Non-personal services are often performed by "professionals", however the services provided are more tangible and less intellectual in nature.

A non-personal service contract for $10,000 or more must be competed to obtain the best possible price. If only one vendor is acceptable and there is no substitute, the Restrictive Specification Form must be completed and included with the submission backup to SBO.

Regardless of sole source, backup should always include a detailed scope of work outlining the deliverables, period of performance, rates, and description of the work to be completed.

** Reference the Purchasing Services Guide for assistance with developing a Scope of Work.

UA P&CS Definition: "Professional services" means professional, technical, or consultant services that are predominantly intellectual in character, result in the production of a report or the completion of a task, and include analysis, evaluation, prediction, planning, or recommendation.

Competition on professional services contracts is not necessary unless the total value across the period of performance is $100,000 or more. If only one vendor is acceptable and there is no substitute, the Restrictive Specification Form must be completed and included with the submission backup to SBO.

Regardless of sole source, backup should always include a detailed scope of work outlining the deliverables, period of performance, rates, and description of the work to be completed.

** Reference the Purchasing Services Guide for assistance with developing a Scope of Work.

Professional services contract less than $10,000 may be appropriate to be processed with a Short Form Contract if the following conditions exist:

  • No personal interaction with students or minors
  • No apparent risk of injury or property damage
  • Limited period of performance

Requestors should submit the completed Short Form Contract and attach a detailed scope of work if necessary. The requestor may have the Contractor sign the contract prior to submission to SBO but do not sign as the Procurement Officer. Reference the instructions on the Short Form Contract to identify if an Independent Contractor Determination Form is also required.

If the conditions of the contractor do not meet the requirements of the Short Form Contract, then follow the instructions for the Professional Services contract > $10,000 option.

** Reference the Purchasing Services Guide for assistance with developing a Scope of Work.
Charters of any kind and space rental may not be purchased with a ProCard and must have an approved PO in place prior to the event. Submit an itemized quote to include dates and rates as backup to SBO as far in advance as possible to avoid delays.

 

Honorarium

An honorarium is a "thank you" gift to an individual for a service in which no advance discussion of payment has occurred. Per IRS regulations, honorariums are considered reportable income and therefore a W-9 is required. In addition to the W-9, a dated thank you letter addressed to the recipient on department letterhead and the completed and signed Honorarium Determination Form should be submitted as backup to SBO Procurement.

Employee Reimbursement

University expenses made by employees out of pocket may be reimbursed via check. This is a last-resort scenario and should not be used to undermine normal University procurement regulations or other policies. Submit a copy of the itemized receipt and completed and signed Employee Reimbursement Form as backup to SBO Procurement.

Fellowship

OFA Definition: Fellowships are one-time (non-recurring) research awards of a non-employment nature that typically provide both funding and facilities. Fellowship recipients may or may not be a UAF student. Submit the following documents to SBO Procurement as backup to your request:

ProCard Purchase

SBO may make a credit card purchase on your behalf if your ProCard limit is less than the purchase amount or if you do not have a ProCard. Submit the quote, shipping address, and contact information for the vendor as backup for your request.

We also have ProCards available for checkout in the event you are in Fairbanks and would like to make a one-time purchase yourself. Please complete the Custodial Card Checkout Form and SBO will reach out to you to pick up a card. The SBO Purchase Request should not be completed in this case.

Invoice Payment without Existing PO - Unauthorized Purchase

An invoice that cannot be paid on a ProCard and does not have an approved Purchase Order in place is considered an unauthorized purchase. University funds should never be committed to a vendor without prior approval.

These situations should be avoided as much a possible. In the event this occurs, a signed Unauthorized Purchase Approval Form must be submitted as backup to SBO for your request. The PR No may be left blank as that will be generated when our staff enters the request in Banner. 

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