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Plant Pathology Forms

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Bid Information Sheet
(Per Business Affairs Web Site)

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Requisition Types:

Small Orders: Purchases up to $5,000 do not require bids.

This limit does not apply to state contract items, printing, paper products, or purchasing items repetitively to avoid the bid process. Allow 2 days for purchasing to process after the requisition has been approved by your department. If your requisition is under $1,000 and meets certain parameters, it will qualify for the Auto Purchase Order function in BASIS. This type of purchase will automatically issue a purchase order, by-passing buyer review. Auto PO's are reviewed during post-audit.

Written/Fax Quotes: Purchases $5,000 to $25,000

A minority vendor must be contacted. You must have 3 firm bids (bids with actual dollar amounts). If you received a "no bid" or "no response" from a minority include that on your bid sheet but you still must have 3 other bids. Allow 4 days for purchasing to process after your department has approved the requisition in BASIS. Send copies of tab sheet and vendor's responses to your buyer's attention. Attachments will be reviewed prior to issuance of purchase order.

Formal Bids: Purchases over $25,000

Must be processed and performed by Purchasing.
Average process time is 6 to 8 weeks. It is never too early to work with your buyer on specifications.

Receipt Acknowledgment

Use this form for receiving packages that do not contain a packing slip.

Request for Publication and Approval

Requisition Form

To request a purchase order for supplies.
This has been formulated for your convenience to figure total cost per line item and also the grand total or "Estimated Cost". Approval signature must be original.

The Division of Agriculture Policy and Management Guidelines

PERSONAL REIMBURSEMENTS

Reimbursement Claim Form - This interactive form is required when an individual has made a business-related expense using personal funding.  Complete the form, print, and sign.  The purchase receipt, if under 8 1/2" x 11" in size, should be taped to a letter-size sheet of paper (careful not to place tape over any text on the receipt), and turned in with the form to the Accounting Office.

STAPLES
Supply Orders

Search the Staples web site for office supplies. Please send the following information to Debbie Huey :

1) The account number to be charged;
2) The catalog or product number;
3) Quantity per item;
4) Item Description; and
5) Item Cost

Travel

Travel Information Sheet - Fill out this form as soon as plans are set for trip. Research staff and students require signature from P.I., while faculty require department head signature PRIOR to travel. Useful information for this form:

Statement of Traveling Expenses - This form must be filled out immediately following your return. Excel format. Place mouse pointer over the red mark for description of information needed for a particular block. ALL information (with the exception of the TA number) is necessary to process the travel claim, including the account to be charged. If a personal vehicle is driven, please be sure to include license plate number in the space designated. Form requires original signatures. Useful information for this form (and additional forms that may be required to accompany expense claim):

Procurement Cards

Cardholder Delegation Form - this form must be filled out and turned in, along with the receipt(s) of purchase, when a card has been used by someone other than the cardholder.  For more information on use/policy of the university procurement card, please visit http://www.uark.edu/admin/busaffrs/purchasing/pcard//.

Procurement Card Individual Transaction Log - Print and use this log to keep track of all transactions by month.  Once completed, this log can be turned in to Kim in the Accounting Office.

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