procurement

Procurement Officer Steve Shiell Business Office Manager Phone: (907) 834-1622 Fax: (907) 834-1627 Email Steve Shiell

Petty Cash Custodian Ana Hinkle Phone: (907) 834-1624 Fax: (907) 834-1627 Email Ana Hinkle

The PWSCC Business Office Procurement mission is to professionally provide quality service in the procurement of supplies and services necessary to support the requirements of the College's community.  

Purchasing Process

This outline is a brief summary of the procurement process for PWSCC consistent with the University and establishes guidelines required for all purchases. This outline does not replace the University of Alaska Procurement Manual and all processes must comply with Alaska State Statute 36.30, Board of Regents Policy and Regulation 05.06.

Statute, policy, and regulation requirements cover a very wide range of types of procurements, dollar amount limits, purchasing authority, requests for quotation, and the competitive process. These requirements are many and are not part of this outline; the PWSCC Procurement Officer will review and advise on a case by case basis. This outline is very basic and does not circumvent the law, policy or regulation.

No commitment for purchase may be made at anytime for supplies, services or lease with out written procurement authority. Note: any commitment for purchase without authority may not be reimbursed, and may violate state law and university regulations.

The purpose for this summary is to:

• Aid in the understanding of the purchase / procurement process at PWSCC
• Ensure consistency with the purchasing process
• Aid in gathering and completing documentation vital in the purchasing process
• Maintain a clear audit conscious
• Expedite purchasing

Purchase Requisition (PR):
The first step in the purchase process is the completion of the Purchase Requisition (PR). A PR is required for all purchases. This form is available in the Business Office and must be completed with all pertinent information pertaining to the purchase, including a description and specification of the item or service being procured, date needed, suggested supplier or vendor, shipping destination, funding source (accounting) and signature of the person making the requisition. Attach any supporting documentation such as quote sheet, catalog page, memo describing the purpose, justification or project mission for the purchase and any information that may expedite the approval process.

Signatures: The PR then is distributed for signatures of approval in the following sequence:

Grant Principle Investigator, if applicable
Department Administrator
PWSCC President
PWSCC Procurement Officer

Each of these administrators must take due diligence to ensure that the PR is complete and all required documentation is attached. If in the event that any additional process or information is required the Business Office will return the PR to the Grant PI or the Department Administrator. A detailed PR Edit Sheet describing the need or correction will be attached.

The above PR process will also be required for all Pro-Card purchases at PWSCC.

Purchase Requisition Form (PWSCC)

Purchase Order ( PO ):
The PWSCC Procurement Officer will create all Banner Purchase Orders (PO) for PWSCC campuses once a completed PR is received. Distribution of the PO will be as follows:

•  Supplier or vendor via fax or mail (specified on PR)
•  Accounting Office Purchase Order files

Note: In the event of the Procurement Officer's absence, PWSCC's President will determine the urgency of the purchase and if necessary submit the PR to UAA Procurement Services for procurement.

Open Purchase Orders:
The Business Office will maintain a list of Purchase Orders for deregulated purchases for frequent reoccurring small dollar procurements (Open Purchase Orders). Open Purchase Orders will be recognized by a unique PO number beginning with PW000000 the number will note the fiscal year and a vendor number. These PO 's will be for vendors where PWSCC makes frequent purchases for goods or services (i.e. utilities, lease agreements, local restaurants, hardware suppliers and grocery stores). These businesses may have a list of employees authorized to charge at their establishments; however, departments or individuals without prior authorization to purchase from these vendors should:

•  Prepare a PR for approval
•  Submit a Rep / Non Rep form with approved signatures if applicable.
•  Check out a purchase card from accounts payable (Safeway and Three Bears) from the business office.
•  Immediately following a purchase prepare a receiving form and submit to accounts payable for payment.

Open Purchase Orders (deregulated purchases) will be created each fiscal year by the procurement office and maintained in the business office purchase order files.

References:
UAA Procurement website at the following link: http://www.procurement.uaa.alaska.edu/
Accounting Manual: http://www.alaska.edu/controller/accounting-manual/

Petty Cash

Petty Cash funds represent specified amounts of cash set aside to facilitate disbursements for relatively minor transactions and small expenditures generally required to be made in cash. Contact the business office Petty Cash Custodian for vouchers and assistance. Original itemized receipts, proof of purchase must accompany vouchers to support expenditures. Expenditures are limited to $100.

Employee Reimbursements

With department approval, legitimate College expenses over $100 made by employees out of pocket may be reimbursed via a check directly from Accounts Payable by presenting a Purchase Requisition along with the original itemized receipt, proof of purchase, and a memo explaining the purchase business need.

Employee reimbursements must be for items in the normal course of College business and must not be used to undermine normal procurement regulations or other policies.

A Purchase Requisition must be completed and signed by the head or department or individual with signature authority for the account. Purchase Requisitions may be obtained in the Business Office.

Employee reimbursements under $100 may also be handled in like manner. However, they may be better expedited through the use of a petty cash voucher.

ProCard

The College's procurement card (ProCard) is intended for use by PWSCC departments for the purchase of goods that does not exceed $2,500 total dollar value. The Procard is used to expedite the purchasing process and requires a completed, approved purchase requisition (PR). Each cardholder is responsible for the transactions on their ProCard and should be familiar with the ProCard Handbook referenced below.

Procard Links of Interest

Procard Handbook: http://www.procurement.uaa.alaska.edu/WebForms/WebForms_ProCard/
Procard_Handbook%20_July_revision.pdf

Procard Application (PWSCC)

Cardholder Agreement (PWSCC)

Cardholder Change Form (PWSCC)

Procard Transaction Log (PWSCC)

Procard FAQ's: http://www.procurement.uaa.alaska.edu/procardfaqs.htm

Rep/Non-Rep Purchasing

Representational or entertainment purchases (Banner account code 8115) are College funds used to provide refreshments, meals, snacks, beverages or entertainment in support of an event or occasion.  Only the College President may authorize expenditures against the representational allowance set for each fiscal year.

Non Representational expenses are those expenditures for refreshments, meals, snacks, beverages, decorations, etc. necessary and ordinary to conduct college business such as for "staff only" functions, student functions, public functions, and special ceremonies or celebrations of importance to the college campuses.. (Banner account codes 3008, 4008, 4018, and 4441).

These types of purchases are subject to University of Alaska Regulations as well as public perception and appearance. Therefore requests for purchase or reimbursement require submitting a completed “Rep / Non Rep Approval Form” including a signed certification by the employee incurring or authorizing the expense. It is recommended that authorization and pre approval is obtained prior to purchase.

Gifts / Prizes
Cannot be purchased with general funds

•  Cost of gift (invoice required)
•  Date of Gift
•  Description of gift
•  Business reason or benefit gained (detailed written explanation)
•  Name, occupation, title or other information establishing a business relationship with the University.
•  Gifts costing more than $100.00 require the pre-approval of UAA Vice Chancellor.
•  All required documentation listed above for representational and Non-representational expense. Items 1-15.

Note: each year all departments are required by the UA to report the name, address and value of all gifts / prizes in order to comply with regulation.

Rep-Non Rep Form:
Rep-Non Rep Form (PWSCC)

Contracts for Services

Due to the complexity of contacts and procurement of services it is recommended that any request for these services be directed to the PWSCC Procurement Officer or visit the PWSCC Business Office located on the Valdez Campus.

Procurement Forms

Purchase Requisition Form (PWSCC)

Procard Application (PWSCC)

Cardholder Agreement (PWSCC)

Cardholder Change Form (PWSCC)

Procard Transaction Log (PWSCC)

Rep-Non Rep Form (PWSCC)