Due to an unforeseen staffing shortage, the Procurement & Business Services Department is implementing the following measures to ensure that it meets the needs of its customers for the next few weeks for fiscal year-end:
1. Requisitions that are received with all required supporting documentation as outlined during the March Procurement Month 2024 Training – such as quotes, proposals, invoices, departmental authorizations, executed contracts, vendor disclosure statements, insurance information, and/or W9 forms – will be prioritized by the Procurement & Business Services Department.
2. Requisitions that are incomplete or missing required documentation, as well as emails sent to the purchasing email address without the proper subject headings, will not be prioritized. If the requesting department does not correct these issues, the requisition will not be processed by Procurement & Business Services. Please refer to the attachments from the Procurement Month 2024 training for details on requisitions, supporting documentation, and the correct subject headings.
3. All purchases of supplies and non-capital items (less than $5,000 including shipping/installation) that are allowed on the UAH purchasing card should be paid using the UAH purchasing card. Please do not submit requisitions for purchases of supplies and goods costing below $3,000. Contracts for services should still follow UAH’s contract intake procedures.
4. The Procurement & Business Services Department may ask your department to shift some disbursements to be made via miscellaneous voucher on a case by case basis. Doing so is meant to allow you to procure the goods you need and speed up the payment process to our vendors.
5. Procurement & Business Services is discontinuing the processing of penny requisitions.
6. Allowances for payment of executed contracts where the vendor accepts a pcard may be made via email to pcard@uah.edu.
For OIT purchases, please govern yourself according to the following:
1. Accessories and computer supplies are approved and should be purchased via purchasing card. This includes mice, keyboards, cables, charges, surge protectors, and other standard equipment required by staff for day to day operations. This does not include individual or single-user printers as they are not authorized without OIT written approval.
2. For laptops and desktops please check with OIT. OIT has purchased 20 laptops in preparation for the end-of-year deadline. These are brand new laptops that can be delivered rapidly, and meet the requirements for 99% of the daily activity at UAH. If OIT has a laptop and/or desktop in stock, it can be transferred to a department via internal budget transfer. If OIT does not have a laptop and/or desktop in stock, please work with OIT to order laptops and desktops on your behalf. OIT can facilitate the order via its departmental purchasing card. Prior to a purchase, departments must provide the account codes to OIT so it can correctly allocate the pcard transaction.
3. Apple/Macbooks are allowed to be purchased using a pcard. If you have any questions or concerns, please contact the Procurement and Business Services Department or OIT.
Please find attached materials from the March Procurement Month 2024 Training to guide users on how to properly enter requisitions along with the list of required supporting documents. The list of allowed items on the purchasing card are also included.
If you have any questions about what is allowed to be purchased with a pcard or want to inquire about an exception for this fiscal year-end, please send your inquiry to pcard@uah.edu.
For requisition and miscellaneous voucher questions, please send emails to purch@uah.edu.
Thank you,
Procurement & Business Services Department