TO:
Campus
From: Procurement & Contracting Services (PACS)
It’s been over four months since the transition from FRS to Kuali/UAccess Financials. Like the rest of
campus, PACS has had to adapt to a new system and a new way of issuing purchase orders. While there
are many benefits to Kuali/UAccess, there has been a substantial learning curve as to the way we now
do business. While the processes and procedures that we follow have changed somewhat, the policies
themselves have not. One of the major hurdles in getting the purchase orders issued in a timely manner
is the lack of paperwork and notes on requisitions that are submitted to PACS.
Here’s a quick cheat sheet:
If the Vendor is not currently in the UAccess system, a W9 form is required prior to creation.
Departments can request this form from the vendor to help speed up the vendor creation process. If
Purchasing has to do this it will slow down the processing of your
requisition.
If the order is $5,000.00 or less, you need to include the following in the notes and attachments section
of the requisition:
1. A justification for not using the P-Card.
2. If the order is to a Big Business, a justification for not using a Small Business (Business types
can be found under the Supplier Diversity Tab in the vendor’s information and can be found on
the PACS website)
3. If the order is to an individual and is for a service, send PACS the ICON form. (The ICON form
must not be attached to the requisition but rather faxed or sent via campus mail. Any document
that contains sensitive material, such as social security numbers, must not be attached for
security reasons)
If the order is between $5,000.00 and $50,000.00 one or more of the following needs to accompany the
requisition:
1. Quotes from at least 3 vendors for the same item(s)
2. A sole source justification - if there’s only one source for the goods or services.
3. ICON Form - if the order is to an individual and is for a service.
4. Expenditure Authorization Form – if the order exceeds $50K and is state funded.
5. Consultant Agreement (available from PACS) – if the order exceeds $10k and is for a service.
If the order exceeds $50,000.00 then PACS will issue a competitive sealed bid or proposal or a sole
source justification must be provided by the department.
A couple of other things to note:
1. If the order is tax exempt, the following blurb must be added somewhere on the requisition
(as a note, in the description, on the line items, etc):
This purchase will be used for research and development purposes as that term is
defined by ARS 42-5159(B)(14) and ARS-5061(B)(14). The exemption from sales tax
pursuant to ARS 42-5061(B)(14) and from assessment of use tax under ARS 425159(B)(14) is authorized by ________________(end user).
2. When issuing an amendment to a PO, add a new line which explains the change order. If
money is involved, PACS will apply it to the correct line or leave it as its own line, if necessary.
Changes that don’t involve money or accounting can be explained in the ‘Notes & Attachments
sections of the requisition.
3. Any special instructions to the Buyer can also be added in the ‘Notes & Attachments’ sections
of the requisition.
We appreciate everything that you, our customers, can do to help expedite the purchase order process.
Our goal is to provide prompt, world class service to the campus community!
As always, if there are questions regarding any of this, please don’t hesitate to contact Procurement &
Contracting Services at 621-1747.