Procurement

The University has policies in place to assure that purchases are made in accordance with applicable federal, state and local laws, regulations, codes and ordinances. Travel related purchases for UAF are processed by the TCSO to bridge gaps in procedures, enhance duty of care and to provide a high level of support to end users.

Processes & Timelines

• Identify a travel or event related purchasing need (lodging, meeting space, catering, air/helicopter/bus/boat charters). 
• If  a vendor accepts a credit card, please email the details of the purchase and any approval documents (Request ID or purchase requisition with funding, quote/estimate/invoice/payment link) and PT’s will issue payment via credit card and send a receipt to the department for their records. 
  • If a requisition was entered but payment is made on a credit card,  funds will be liquidated and the requisition will be closed upon posting of the credit card charge to banner.  
• If the vendor requires payment via check/wire/ACH enter a Requisition or request assistance from the TCSO for entry (email: uaf-travel@alaska.edu). 
  • Please allow adequate time for processing and check issuance
• Contracts requiring signature can be forwarded via email to: uaf-travel@alaska.edu with the subject line: CONTRACT FOR SIGNATURE - DEADLINE DATE XX/XX/XXXX 
  • It’s important to include the vendor’s contract deadline so we can ensure they are returned timely
  • Procurement technicians will review, sign and return contracts within 3 business days or by the vendor stated deadline, whichever is earlier. 
  • We ask that you request and return a fully executed copy of the agreement once the vendor has signed for recordkeeping purposes.
• Purchase orders are prioritized by the period of performance (POP) start date, deposit or payment deadline,  deliverable deadline, RUSH status, and in the order work is assigned. 
• Purchase orders are  issued within 3-5 business days after a Requisition has been assigned with all necessary backup documentation. Should documentation be missing, a PT will reach out to the department or vendor to obtain additional information. 
• Once a PO is issued, it’s sent to Accounts Payable, the Vendor and the purchase requestor (often the PI & dept.). If a payment is due, AP will issue that to the vendor. 
• If changes to an issued PO are necessary, a Change Order Request Form should be submitted to the procurement officer who issued the order. 
  • This could include adding or reducing goods or services, changing delivery or pricing terms, or canceling the order.  Provide the following; reason for the change, terms of the change (what needs to be changed), accounting for any new money to be added, and any updated quote or paperwork from the vendor. Also note that if the purchase order is funding a contract, a contract modification will also be required.
• If services will be invoiced at a later time, AP will forward the invoice to the person who entered the REQ in banner for receiving. Invoices should be reviewed and approved for payment with a signature by the requesting PI/dept.
  • Once an invoice has been approved, it needs to be received in Banner (page 55)  
    • If partial, the PO remains open for future billing/payments
    • If final, the PO is closed 
    • The receiving document number and approved invoice is then forwarded to AP to issue either a partial or final payment.