Goods or services can be purchased in several ways as briefly explained below.  Contact Procurement Services for further information.

• Purchases under $50 - Petty Cash
    This system permits an individual to use personal funds to purchase supplies for the University and then receive an immediate refund.  Items may be purchased from more than one vendor; however, the maximum reimbursement is $50 plus tax, if required to pay tax (tax exempt number EX-742), per vendor, per day.  A separate Petty Cash Voucher must be completed or submitted for each vendor.  You must submit the Petty Cash Voucher, UAH Form #PCS3 (available at the UAH Copy Center), with proper receipts to receive reimbursement.  Reimbursements are processed 9:00-10:00 a.m. and 2:00-3:00 p.m., Monday-Friday. If purchases exceed the Petty Cash limit, the individual should complete a Miscellaneous Disbursement Voucher and submit it with receipts to Accounting.
               Some exclusion to Petty Cash reimbursement are:
                        Meals, Travel, Registration fees, Gasoline (except for UAH vehicles)
                       Christmas cards, Food, Fans, Space heaters, and Blinds
  Petty Cash Procedures                                 

• Purchases under $1999.99 - Limited Purchase Order (LPO)
    Authorized departments may use LPOs to make small purchases.  Purchases must be $1999.99 or less per vendor, per day.  Departments are not allowed to combine LPOs to the same vendor to make a purchase more than $1999.99.  LPOs are not designed for back orders or to replace the normal requisitioning process.  

• Blanket Purchase Orders
    If a department needs to obtain a number of miscellaneous, non-equipment items from the same vendor over an extended period, the department may initiate a Blanket Purchase Order.  The department may also use Blanket Purchase Orders to encumber funds against contracts or purchase agreements.  The period of encumbrance cannot extend beyond the current fiscal year nor can it exceed competitive bid requirements for the University community.  Memorandum Receiving Reports must be completed after each purchase.

• Requisitions
    To procure goods and/or services not falling into any of the above categories, submit an Electronic Requisition in the Banner System.  When completing the Requisition, describe the goods and/or services completely.  Submit all applicable supporting documentation (e.g., copy of contract, travel authorization form, order form).  Depending on the item and the dollar value, Requisitions are processed into Purchase Orders in three to seven days.

• Issuing a Purchase Order
    The following chart explains bid quotation requirements and processing time after approval of the Requisition, based on the cost of the items.
   
        Cost                              Bid Quotation                          Processing Time  
       Under $7,500                Procurement receives                     3-7 days
                                            informal quotations   
       $7,500 and over            Procurement receives                     2-3 weeks
                                            formal bids