Procurement

Important Purchasing Information

CFOS procurement services are provided through a shared-service partnership with the Signers' Business Office (SBO).  Purchase requests (except those made on your ProCard or custodial card) should be submitted using the . Questions about purchasing should be directed to the SBO procurement email address (uaf-sbo-procurement@alaska.edu); it is monitored by several individuals to ensure timely response and processing of requests.

Purchases that follow strict guidelines include honorariums, participant support payments, service contracts, marine and air charters, and subawards. It is best to allow plenty of time for these types of procurement to be completed and approved with an assigned purchase order prior to any financial commitments, so that we do not run into unauthorized purchases.

As a general rule, allow 24 to 48 hours for simple, under $5,000 ProCard purchases to be processed and a little longer for purchases between $5,000 and $10,000. More challenging procurement requests can take as long as 2鈥3 weeks to be completed, and some subawards can take up to 3 months. We are hoping that recent subaward process improvements will bring that timeline down a bit.

鈥婸rocess for Submitting a Purchase Request

If your purchase is over $2,500, you will need to make a request through the . This will link you to a Google form to complete the following information:

鈼 Your email
鈼 Name and Phone Number
鈼 Unit (always CFOS)
鈼 Purchasing Request Type (ie. large equipment or supply orders, large shipments,
charters (air, marine, or other), honorarium, service contract, MOD to a PO)
鈼 Is the purchase greater than $10,000?
鈼 Purchase Details (shipping information: Seward, Juneau, Fairbanks, Anchorage, CR)
鈼 Request Details (vendor, vendor website, purchase description, date of order, cost,
fund/org, PI name, grant justification)
鈼 Request Backup (attach a quote, vendor W-9, etc). Please complete forms and have appropriate approvals/signatures before submittal.

If you have any questions, please reach out to 草榴社区-SBO-Procurement@alaska.edu.

Providing a quote from a vendor with the goods or service specified will ensure accuracy of the order. Otherwise, provide part numbers with descriptions, quantities, a link to items, and the specific vendor or website you wish the purchase to be made from. The more information provided, the better. If the request is over $5,000, a quote is strongly recommended to begin the procurement process. Review the documents below to ensure you have included all your required information.

The fund/org/account code is required at time of request, along with any necessary funding approvals from principal investigators or department fiscal managers.

Reviewing and following the documents below will help us expedite the procurement process:

  • [PDF]
  • [PDF]
  • [PDF]

Requires no competition and will usually be purchased with a credit card if under $5,000. If the charge is between $5,000 and $10,000, the department Procurement Technician (PT) may be able to make the purchase with their UA ProCard. If the vendor doesn鈥檛 accept credit cards or charges an unreasonable fee for credit card payment, or there is a single item over the $5,000 amount for small procurement commodities, the PT will issue a purchase order and pay the vendor by check.

Detailed process
  • Faculty, staff or students should email uaf-cfos-purch@alaska.edu with the details of the order. (If you need an order placed right away that is under $2,500, you can check out a custodial card in the O'Neill building.)
  • In the subject line of your email, please put ORDER REQUEST - [VENDOR NAME].
    • Include part numbers and quantity to order, and identify the specific vendor to make the purchase with.
    • Include a quote from the vendor or a screenshot of the shopping cart.
    • Include the date you need items to arrive or services to start/complete (Period of Performance date).
  • Include your fund and org numbers for the purchase along with your funding approvals if you are not the PI on the funds.
  • If paying by credit card:
    • PT determines whether the order is allowable on the PT ProCard, the full amount including shipping does not exceed $25,000, and no single item exceeds the $5,000 small-procurement commodities. (An item over that amount is a taggable capital purchase which is not allowable on ANY ProCard.)
    • Orders over $10,000 require a .
  • If not paying by credit card (or if there is potential that the invoiced amount could exceed $25,000 with shipping):
    • PT enters a requisition in Banner. The requisition, along with the required backup, is sent to the Central Procurement office to be reviewed, and then a purchase order is issued for the order.
  • If you have an honorarium or guest speaker, or a participant support payment, please review the information below and then email Michelle Warrenchuk directly.
    • Guest speaker and participant support payments need to be set up in advance of the event or class.
    • A guest speaker might be someone who is going to speak to your Fish 411 class about sockeye salmon spawning in Steep Creek at the Mendenhall Glacier.
    • Participant support might be to have a student attend a weekend workshop on tidal currents in the Chukchi Sea or review scientific papers on beluga acoustics in Cook Inlet.
    • [fillable PDF]

Requires competition or a sole-source determination, called a [fillable PDF form], also known as an RSF.

Detailed process
  • Send an email to uaf-cfos-purch@alaska.edu with subject ORDER REQUEST - [VENDOR NAME]
    • Include a quote from one vendor.
    • If this purchase does not qualify for an RSF (sole source), please contact Michelle Warrenchuk directly to review appropriate vendors.
    • If appropriate, complete the RSF (see link above), including a paragraph to justify brand-name or sole-source purchase. Justification must explain why we require a particular brand/service and why we cannot accept substitutes, such as compatibility with a system or another item, or unique features.
    • Specify date you need items to arrive, or services or charters to start and complete (Period of Performance).
    • Any other special requirements.
    • Deliverables鈥攃ertificate record, report, etc.
  • Department PT enters a requisition in Banner.
    • If PO is for contract services, the UA (ICDF) must be completed as well. If PO is for a service, a vendor鈥檚 Certificate of Liability Insurance that names 草榴社区 as additional insured is required. This protects 草榴社区 if there is a injury or damage due to the vendor while they are on campus.
    • The requisition is then sent to UA Central Procurement to review and assign a purchase order or to proceed with other necessary procurement processes (e.g., Request for Quotations, bid process, etc.).
    • If necessary, PT will work with Central Procurement Office (CPO) to prepare and issue a Request for Quotation to multiple vendors based on provided must-have requirements. This allows for fair and open competition and allows all vendors to submit their best offers while adhering to 草榴社区鈥檚 terms and conditions. The PT or CO also ensures that we follow state procurement codes and UA procurement policies.
    • PT and CO determines the low quoter who will be issued the purchase order, and requests their W-9 if they have not previously done business with 草榴社区 or have not provided one up front.
    • PT issues a purchase order to the low quoter and sends it to the vendor to place the order.
    • Once items arrive or service is completed, department PT has the invoice reviewed and approved, then processes the invoice for payment and a check is sent to the vendor.

If you call a vendor first, clarify that you鈥檙e asking for a quote, not placing an order. Placing an order prior to any funding approvals or a PO being issued would make this an unauthorized purchase. This includes any service work that starts before the PO has been issued. The UA PO is your authorization to purchase an item or authorize the service on a contract to commence.

[fillable PDF]

 

ProCards

If you are faculty or staff, you can apply for a ProCard (PCard) once you have emailed Debby Queen for funding approval and clarification on the workflow for the reconciling and approval process. Then you should complete the NEW on the web page.

Familiarize yourself with the entire NEW so you know what your responsibilities and expectations are as a University of 草榴社区 Procurement Card holder. This manual will provide you with the basic steps for using the ProCard. It covers card use, compliance issues, documentation of transactions, reallocation, review and approval of transactions, and more. It is a University of 草榴社区鈥搘ide manual and may not contain specific purchasing requirements for your university (UAA and UAS have some specific purchasing requirements).  Please ensure you are aware of any university and department requirements for purchasing as well as the card-use compliance information contained in this manual before making any purchase with your ProCard.

Along with the new manual, there is a new ProCard ordering and training process. A Google form will be used to start the card-ordering process. Completion of the form will trigger an email from ua-pcard-reminder@alaska.edu to access the new online training module. Once you complete the training and the required test, you will receive the link to apply for the ProCard. The application will route to the approving official for review before the card is ordered automatically. This will make the entire process more streamlined and quick for all involved. Once you have your new ProCard in hand, please email uaf-cfos-purch@alaska.edu the last 4 numbers of the card so that our internal department ProCard Google form and ProCard log can be updated and we can go over how to upload your purchase transaction details in the form so we can reconcile your charges on your ProCards, daily.

All ProCard-related forms are now NextGen forms, which not only simplify the process but also allow for more visibility, tracking, reporting and improved record retention.

For questions regarding ProCard procedures, cardholder enrollment, cardholder changes, accounting and audit issues, contact ua-Card-main@alaska.edu.

The new was released in July 2023, with updated guidance on allowable and unallowable purchases for all UA ProCards.

If you get a new ProCard, contact Michelle Warrenchuk to update our forms and spreadsheets with your new card number.

Current ProCard

General ProCard information

  • If you have any procurement questions, please email uaf-cfos-purch@alaska.edu.
  • For AMAZON purchases, please verify you are using our business account (see Account # tab).
  • After making a purchase, fill in the and upload your receipt.
  • To verify your entries or request changes, please email uaf-cfos-purch@alaska.edu.
  • Make sure to describe the purchase you made and the purpose/use of the items purchased; also include fund/org and a final invoice with shipping.
  • If you are using funds that you are not the PI on, please email prior approval of the use of funds to uaf-cfos-purch@alaska.edu.
  • Submission of receipts and information is required no later than 48 hours after making a purchase.

Absolutely no travel purchases can be paid with a Procard and vice versa. Refer to the and the appropriate for information on travel cards.

Contact Denise Caissie and her team at ua-Card-main@alaska.edu for inquiries about a waiver.

Custodial ProCards

The UA Custodial Card Program was created to replace the use of limited purchase orders (LPOs) when vendors stopped accepting them locally. LPOs were used by UA departments for local, same-day purchases, and could be provided to employees and students to pick up items as needed. Custodial cards are meant to be used in a similar way. Cards can be checked out by UA-affiliated non-cardholders for same-day payments for goods and services that are allowable on the ProCard. The card owner, or custodian, is responsible for ensuring the individual checking out the card is aware of ProCard use policies prior to providing the card for purchases.

Custodial cards are subject to all the conditions of the , updated 7/1/2023.

If you rarely need to buy items for your research in person, or are a CFOS student with a small research grant, you can check out a Custodial ProCard and also a Costco card. You can use custodial cards to make direct purchases on your grant. This is especially useful for making in-person purchases, but can in some cases also be used to place online orders. Please check with procurement before placing any online order on these cards.

For Custodial ProCard checkout and more detailed information, please see either the Front Desk in 245 O鈥橬eill or Debby Queen in 252 O'Neill and fill in the respective forms.

Before checking out a card, familiarize yourself with the new . These rules are applicable to the custodial card borrowers while they have cards in their possession. You are borrowing a credit card that is issued to the University and therefore strict rules apply to the purchases you can and cannot make.

Forms needed when checking out a card:

  • This form is mandatory. It ensures that we have a record of who checked out a card, what grant to charge purchases to, and who approved the purchases. If you are a student it is especially important to inform your advisor and have them sign off on purchases you intend to make. You can send an email with the form attached and your advisor cc'd to ensure they can approve this purchase directly. Please bring a paper copy of this form with you when checking a card out. Alternatively, you can fill one out at the front desk in 245 O'Neill.

If the ProCard is lost or stolen, contact JP Morgan (800-316-6056) immediately and email ua-card-main@alaska.edu. CFOS is responsible for all ProCard transactions until we report a lost or stolen card to JPMorgan.

  • When you return a card, bring or email all receipts with fund and org information.
  • Please do not keep cards longer than needed.
  • If you need to return the card after hours or on a weekend, use the dropbox on the wall outside the CFOS business office (245 O鈥橬eill). Please send an email to alert us that the card is in there.
  • When you use a custodial card, your purchases need to be logged and the receipt uploaded in the .
  • If you have any questions, do not hesitate to email us at uaf-cfos-purch@alaska.edu.
Insurance Claim Process
  1. Principal Investigator will gather as much information as possible
    • Photos by end users of the location of the incident and the damage to equipment if applicable.
    • The building or location (at sea or at a field site) where the equipment was damaged.
    • Item serial number(s), model number(s), brand, fund-org it was purchased on.
    • An email with a copy of the original purchase order.
    • Within 24 to 48 hours of the incident, email as much of this information as possible to our CFOS Facilities Coordinator, Cheryl Clarke-Hopcroft, or call 907-474-6782.
  2. CFOS Facilities Coordinator will
    • Use the information from the PI to complete as much as possible of the Online Incident Reporting form at the .
    • Coordinate and follow up with the UA Claims Adjuster and provide any additional information needed to process the claim for coverage.
    • Once the Property Damage Claim Acknowledgement has been awarded and a UA claim number has been assigned, the CFOS Facilities Coordinator will give a copy to the PI who reported the incident.
    • The CFOS Facilities Coordinator will update all this information in the CFOS Insurance claim log.
  3. CFOS Procurement Office will
    • Work with the PI to get the approved service to fix the equipment or to order replacement equipment (as specified in the Claim Acknowledgement). PI should contact CFOS Procurement Technician Michelle Warrenchuk, 907-796-5441.
    • CFOS Procurement Technician will update the CFOS Insurance claim log with REQ number and PO number when assigned.
  4. Principal Investigator will finalize receipt of replacement equipment
    • Inform involved parties when the replacement equipment arrives.
    • Provide equipment serial number and model information to the CFOS Facilities Coordinator.
    • Indicate where the equipment will be stored (building name and number, at sea or at a field site).
    • Label equipment with complete contact information, including the research technician and/or graduate student as applicable as well as the PI responsible for the equipment.
  5. CFOS Facilities Coordinator will
    • Request UA tag for the equipment and ensure the property is inventoried appropriately.
    • Make sure any and all invoices are passed along to the Procurement Technician so the payments can be processed and JVs are completed with the UA Claims department.
  6. Principal Investigator will
    • Label equipment with the assigned property tag that has been issued or reissued for replacement equipment.
  7. CFOS Procurement Office will
    • Finalize all receiving and payments.
    • Work with the UA Claims department on the JV and record Y0 numbers on the CFOS Insurance Claim log.
Account Numbers

Some vendors have special CFOS discounts with us. If you want to inquire about certain prices, you can call them with the respective account number and receive quotes that can be used for purchasing orders. You can request access to these account numbers through uaf-cfos-purch@alaska.edu. For example, SIGMA, Fisher, and VWR likely will apply discounts if you purchase through a CFOS account.

To ensure we have an account with the respective vendor, refer to the current vendor list.

AMAZON

All Amazon purchases made on the ProCard must be made through the UA Amazon Business Account. Email uaf-cfos-purch@alaska.edu for an invitation to the Amazon business account.

Purchases made on personal Amazon accounts will be considered a ProCard violation.

No personal purchases are allowed on the UA Amazon Business Prime account. This includes personal purchases made with personal credit cards. 

Shipping

Shipments that are over $5,000 need to be set up with a purchase order prior to the commitment of funds or shipment. Send details to uaf-cfos-purch@alaska.edu.

When you send a package, please complete the right away with your shipping confirmation number, receipt, or tracking number AND with the fund and org you are approving the charges to be applied to.

  • Email subject line format: your surname, ship from and ship to destinations.
    Example: FedEx - Warrenchuk - Juneau to Fairbanks

If you are shipping something and expect to pay at the counter, you can use your ProCard or pick up a custodial ProCard before you go there.

Shipping account information can be requested for:

  • FED EX
  • CARLILE
  • ALASKA AIR CARGO/GOLDSTREAK

Using the known shipper number and paying at the time of shipment is preferred.

LYNDEN requires payment at the time of shipment.

If you are using any of the shipping accounts (Carlile, FedEx, or Lynden Transport), you can use the to send us the details of your shipment so that when the invoices come in, we can quickly and accurately process the payment on the funding you provide. Please make sure to share this information with students or other staff who may be assisting you with shipments. Contact Jennifer Elhard or Sarah Spanos for the Seward Marine Center FedEx and Carlile account numbers and their process for tracking and paying for SMC shipments.

Reimbursement

The Direct Pay process is to reimburse employees for out-of-pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order, or a ProCard purchase was not possible due to abnormal circumstances.

Please fill out the Direct Pay Form and find additional information on the Office of Finance and Accounting information page.

You can email your completed form to uaf-cfos-purch@alaska.edu to be routed through Docusign for signature and approval.

 

Contacts

General Contacts

For general purchasing questions:
uaf-cfos-purch@alaska.edu

For grant related questions:
uaf-cfos-grants-dept@alaska.edu
Financial Management

Angela Kingston
amkingston@alaska.edu
907-474-2716

Sikuliaq Recharge:
Barbara Wadlinger
bjwadlinger@alaska.edu
907-474-7974
CFOS Grant Manager

Patrick Church
CFOS Fiscal Office
pdchurch@alaska.edu
907-474-7843
Procurement Direct Contacts

Michelle Warrenchuck
mdwarrenchuk@alaska.edu
907-796-5441

Gabrielle Hazelton
201 Lena Point
gdhazelton@alaska.edu
907-796-5443
Seward Marine Center and Sikuliaq Procurement

Jennifer Elhard
Seward Marine Center
smc@cfos.uaf.edu
907-224-5261

Sarah Spanos
Seward Marine Center
saspanos@alaska.edu
907-224-4302
CFOS Front Desk and Custodial ProCards

245 O鈥橬eill Bldg

For more information on UA procurement policies, procedures, and forms, including ProCards, please visit .

  Contact

For general purchasing questions, email uaf-cfos-purch@alaska.edu

To place an order, email details to uaf-cfos-purch@alaska.edu with subject line ORDER REQUEST - [VENDOR NAME]

For specific procurement-related contacts, see bottom of page.

 

Procurement forms and useful links

ProCard Policy Waiver and ProCard Violation forms can be found on the page

List of Vendors with Accounts at CFOS (PDF)

SBO Procurement cheat sheet (PDF)

 

Custodial ProCards

 

Reimbursement

Direct Pay Form (PDF)

 

UA Procurement Website

For information on procurement policies, procedures and forms, including ProCards, visit .