UNIVERSITY OF

NORTH ALABAMA

PROCUREMENT

Director of Procurement: Cindy Conlon

PROCUREMENT OFFICE RESPONSIBILITIES

Reporting into the Vice President of Business and

Financial AffairsThe Office of Procurement is responsible

for services in the following areas:Purchasing of goods & services (bids,

contracts, etc)Inventory ControlUniversity Printing Services & Central

StoreUniversity Mane Card (Campus Debit & ID

Card)

UNIVERSITY PRINTING SERVICES / CENTRAL SUPPLY

Printing Letterhead Stationary Large volume B/W Duplication Color printing options: single page,

invitations, brochures, booklets and posters Color paper printing Binding options: Saddle-stitch, Plastic

Spiral, Plastic Comb, Metal-back Book styleCentral Supply Paper, toner, inkjet cartridges, CD’s,

envelopes

Located in the Basement of Bibb GravesMr. Chuck Montgomery

MANE CARD SERVICES Identification CardBuilding AccessLibrary Copier UsageStudent Athletic AdmissionDebit Card Capabilities Discount ServicesVending Services

Located in GUC Lobby AreaManager: Mrs. Karen Kennedy

PROCUREMENT TEAM

Zethelyn Johnson x4206

Jack Belew x4335

Cindy Conlon x4293Located in Bibb Graves Rm21

UNA PROCUREMENT POLICY BASICS

All expenditures greater than $200.00 require a purchase order.

Only the University Procurement Office has authority to create a purchase order or change a purchase order.

Only a few individuals are approved to sign contracts and obligate University funds.

UNA is subject to the AL Bid Law 41.16.2.

It is the responsibility of the Procurement Department to ensure compliance with this law through policies and guidance to the UNA community.

BID LAWS

Code of Alabama Title 41 Chapter 16 Article 2: Competitive Bidding on Public Contracts Generally

Code of Alabama Title 39: Public Works

http://purchasing.alabama.gov/rulesreg.htm

http://www.legislature.state.al.us/CodeofAlabama/1975/coatoc.htm

BID LAW REQUIREMENTSAny purchase of goods or services

exceeding $7500.00 within one fiscal year must be formally bid using a

sealed bid process.Examples: Any item that independently costs $7500.00

or more. Service or Maintenance contract that will

exceed $7500.00 over life of agreement. Common items bought across campus that

fall subject to the bid law: computers, printers, office supplies, furniture, printing, t-shirts, etc.

BID PROCESS Submit desired requirements to

Procurement office (preferably electronically)

Procurement will create bid & send invitations for sealed bid responses. Bid award factors may be set to ensure adequate needs are met.

Bids are opened & tabulated in public The tabulation results will be forwarded

back to the Requisitioner with an Award Recommendation.

Upon agreement the Bid Award is posted At this time the Requisitioner is free to

submit a requisition for purchase. 2 Week Minimum/ 4 weeks Preferred

METHODS OF PROCUREMENT

Online Requisition Requesting a Purchase Order

Staples online

Purchasing Credit Card******************************************

Disbursement /Payment Request(or Reimbursement)

REQUISITION PROCESS FLOW1. Create Requisition On-Line (Una Portal)2. Forward Signed Requisition Copy to

Procurement Office (include 2 copies of documents that detail item(s) needed)

3. Mailed orders are printed in 3 copies: White Copy – Vendor Blue Copy – Requisitioner Pink Copy – Accounts Payable

4. E-Mailed orders are sent directly to the Supplier and the Requisitioner

5. Upon receipt of goods/services sign the Blue copy (or print e-mailed copy)& forward to Accounts Payable to authorize payment.

Time Required – 1 Week

PURCHASE REQUISITION

Requisition Purchase Order

A Requisition is a Request for approval to order; the Purchase Order is the

commitment of the UNA Funds.

An invoice cannot pre-date a purchase order

LOCAL BUSINESSES THAT ACCEPT UNA PURCHASE ORDERS

Office Depot (O.D. Card with P.O.)

Hobby Lobby (H.L. Card with P.O.)

Michael’s Sam’s Club (Sam’s ID Card with P.O.)

Southern Family Market Lowes (Commercial Service Desk)

Target (Target Card with P.O.)

Goodman Sporting Goods Local Hotels Most Hardware StoresSubmit Itemized List of Required items with Requisition

STAPLES ON-LINE Must have a User ID tied to Department

Index code. (set up in Procurement Office)

All orders are reviewed for compliance to policies & then approved for shipment or removed.

Minimum Order placement $30.00 Orders that exceed $200.00 require a

UNA Purchase Order (follow the requisition process & include the Staples order # >$200)

Orders normally arrive within 24 to 48 hours.

Send signed Receipt (and Blue copy of purchase order if applicable) to Accounts payable to confirm receipt of items.

USING THE UNA PURCHASING CARD OR “P-

CARD”

Walmart (get tax id card at customer service desk)

On-line Airfare Registration Institutional Memberships Subscriptions Unique On-Line Purchases Student Group Travel Other approved purchases

<$200.00

SIGNATURE REQUIREMENTS

Department Funds -> Cost Center

Head

Travel (including registration for

travel) -> Supervisor of the individual

traveling

Contracts –> consult the Business

Office

Student Travel -> Department Chair

and Dean

Grants -> P.I. and Grants Accountant

DISBURSEMENT REQUEST/OR PAYMENT REQUISITION

Reimbursement of Small Purchases made <$200.00

Payment Request of Institutional Memberships, Dues, Subscriptions, etc.

Payment of Invoices not tied to a University Purchase Order.

GUIDELINES TO REMEMBER Do not commit to a supplier until you have

an official purchase order. Do not change a purchase order without

approval from procurement. Remember to return the “blue” copy of the

purchase order to Accounts Payable. Remember to submit a Credit Card Usage

form with original receipts for any P-Card use immediately.

Try to Plan ahead & avoid Impulse buying!

If you have any doubts regarding Procurement Please Call us

(x4206)