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  • Apply for the Procurement Card | Purchasing, Accounts Payable & Travel
    Once the Procurement Card application is approved through workflow the cardholder will be instructed to enroll in an online training course These ICON courses were developed to provide easy online training to educate cardholders reconcilers and approvers about the procurement card policies and procedures This training is mandatory for all cardholders Upon completion of the online tutorial the cardholder will be able to pick up their card at the Accounts Payable Department At a minimum of every 3 years program policy requires all cardholders to complete the online procurement card training to ensure all UI cardholders are kept informed of updated or changed policy Training is offered online to allow for ease and convenience The date required to complete training coincides with the month and year in which your card expires If the refresher course is not completed by the end of the month your card expires your purchasing privileges may be suspended until course completion Reminders will be sent to cardholders well in advance of card expiration to allow for adequate time for course completion Quick Links FAQs Forms Policy and Procedures Terms and Conditions Training In This Section Procurement Card Policy Procurement Card Best Practices Traveling on the

    Original URL path: http://www.uiowa.edu/ap-purchasing/get-pcard (2015-11-11)
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  • PCard FAQs | Purchasing, Accounts Payable & Travel
    Procurement Card See the current list of goods and services which may be purchased in the Allowed Charges section of the Procurement Card Manual top What are my Procurement Card credit limits Can the credit limits be increased To view your procurement card limits sign into ProTrav click on the pcard tab then click on the next to your name and click on the link titled Account Info Your credit limits billing address and default MFK will display on this screen The single transaction limit may be increased for travel or advertising related expenses Keep in mind that splitting a transaction to circumvent the single transaction limit is a violation of Procurement Card policy To increase the monthly credit or single transaction limit complete the applicable form available the department forms page and email to protrav uiowa edu or fax to 335 2443 top Can the Procurement Card be used to purchase food or meals The Procurement Card may be used to pay for business meals and individual travel meals Alcohol should not be paid for on the Procurement Card alcohol should be paid by separate funds and reimbursed using an eVoucher For more info regarding food purchases on the Procurement Card see the Food Purchases section of the Procurement Card Manual as well as the Travel on the Procurement Card FAQs section on this website top What should I do if a transaction is declined Verify the correct billing info is provided to the merchant The billing info for each PCard Account is viewable in ProTrav To find this info look under the PCard tab My Cards section click the next to the cardholder s name to expand available options then click the Account Info link to display the card billing information Ensure the credit card number and expiration date was correctly provided no numbers are transposed Check the available credit on the Procurement Card keep in mind purchases not yet posted to the PCard account Verify the transaction is within the single transaction limit For additional assistance contact Accounts Payable by email protrav uiowa edu or phone 335 0115 top How do I handle sales tax when making purchases with the Procurement Card When making PCard purchases notify the vendor at the start of the process that you re making the purchase on behalf of the University of Iowa which is a tax exempt entity Most vendors will provide instructions on how to process the transaction or request documentation e g tax exempt certificates to verify tax exemption The University s Tax ID is located on the front of the PCard 42 46004813 Tax exempt forms are located on our department forms page The General Counsel website maintains a list of states the University of Iowa receives at least partial sales tax exemption for and is located on their website Even if the particular state isn t listed simply asking the vendor at the beginning of the transaction if the purchase can be made tax exempt may help save the University from being charged sales tax If sales tax was charged on a purchase it is the cardholder s responsibility to follow up to obtain a sales tax credit Contact the vendor and ask what the process is for obtaining a credit If the vendor is being uncooperative or unresponsive email ProTrav uiowa edu for additional assistance top What happens if I make a personal purchase with the Procurement Card Personal purchases need to be reimbursed back to the University In ProTrav a payroll deduct can be set up during the reconciliation process to repay the personal purchase amount Keep in mind personal purchases on the Procurement Card are a violation of the Procurement Card Agreement signed by all cardholders Continued use of the Procurement Card for personal purchases may lead to card revocation and up to employee termination top What are the guidelines regarding purchases for the sole benefit of faculty staff or their family members flowers gifts and incidentals See the Operations Manual section titled Food Beverage Flowers Gifts and Similar Incidental Expenses for the most current information regarding University policy on these purchases including interpretation of the policy top Travel on the Procurement Card What travel related expenses may be paid with the Procurement Card Most travel related purchases may be made on the Procurement Card For example a cardholder can place hotel airfare car rental taxis and individual travel meal charges on the Procurement Card Please review the Travel Manual for more information of what travel expenses may be paid for using the Procurement Card top Are receipts required for all travel related purchases Receipts are required for all travel related purchases on the PCard with the exemption of individual travel meals less than 75 00 Most travel related expenses on the Procurement Card require additional or more detailed documentation see Supporting Documentation Guidelines in the Travel Manual for receipt and documentation requirements for specific travel related expenses top Are there issues I should be aware of when using my Procurement Card for online airfare purchases On line Airfare The University Travel office would like to pass along some very important information to those of you who use the UI Procurement Card to purchase airfare on line As a security measure for e tickets booked online airlines now require that the traveler have in their possession the credit card that was used to purchase the ticket You may be asked to show the card prior to check in or boarding This is true whether the ticket is booked directly on the airline s Web page UAL com AA com etc or an on line booking agency i e travelocity com If an individual does not have the exact credit card used for the purchase they may be denied boarding and be asked to step out of line and go to a phone to book a new ticket with a credit card they have with them Airlines do not require this extra security measure for

    Original URL path: http://www.uiowa.edu/ap-purchasing/pcard-faqs (2015-11-11)
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  • Financial Transaction Control Standards | Purchasing, Accounts Payable & Travel
    the personal benefit of any person It is important to be vigilant not just for conflict of interest but also the perception of a conflict of interest A conflict of interest would arise if an employee made purchases from someone with whom they have a personal or financial relationship As an individual involved in approving financial transactions you are responsible for confirming that the transaction is in accordance with University policies and procedures The following guidelines should be used as a tool to help ensure a thorough review Appropriate the transaction directly relate to achieving the mission of the University Valid the transaction is allowed by policy law contractual agreement and or professional standard Reasonable a fair amount is recorded as being paid received or adjusted for Funded there is sufficient funding to cover expenses or the results of an expenditure adjustment Accurately recorded the amount is consistent with value received provided or adjusted for and is free from accounting coding or arithmetic errors Supportable the amount of goods or services received or provided or the justification for adjustment is consistent with supporting documentation standard situation or practice Timely recorded the transaction date is accurate Approver Analysis You should ask yourself these questions when approving transactions in workflow Why is this transaction occurring Has the initiator attached all appropriate documentation including receipts and proof of payment when necessary Is the transaction allowed by University specific policies and procedures Does the transaction seem reasonable and appropriate Are any personal expenses included in this transaction If asked could I explain what the reimbursement purchase etc is for Does the business justification provide sufficient details to describe what was purchased reimbursed and why it was needed Is the requested purchase being made with University contracted suppliers Are the appropriate funding and expense codes

    Original URL path: http://www.uiowa.edu/ap-purchasing/financial-controls (2015-11-11)
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  • Green Purchasing | Purchasing, Accounts Payable & Travel
    Goals Energy Efficiency Institutions shall specify U S EPA Energy Star equivalent or better ratings on applicable energy consuming products when available and practicable When Energy Star labels are not available all purchasing units shall choose products that are energy efficient Source Reduction Institutions shall purchase products with a minimum of 30 Post Consumer Waste PCW recycled content for paper products or at the minimum EPA standard for other products or bio based materials when available and practicable Institutions shall encourage vendor packaging that is reusable contains a minimum of hazardous and non recyclable materials and meets or exceeds the recycled material content levels in the U S EPA Comprehensive Procurement Guidelines for Paperboard and Packaging Reduce the use of disposable products Specify and purchase products that are reusable or refillable wherever feasible and practical By July 1 2012 the Regent institutions combined purchases with recycled content will increase by 10 over the base year of FY 2010 Buy Local Institutions shall encourage purchase of locally grown and produced products defined as within Iowa or a 500 mile radius of the institution to minimize the environmental costs associated with shipping Green Goods and Services Institutions shall encourage the use of green certified products and services such as but not limited to Green Seal Egologo EPEAT Electronic Product Environmental Assessment Tool FSC etc E procurement Institutions shall strive to achieve paperless processes by reducing the use of paper toner storage files and space By January 1 2010 institutions shall require all bidders for goods and services excluding construction to submit bids proposals electronically or at a minimum on recycled paper double sided and without extra materials not requested reduce packaging or minimize the negative impact of packaging consider the environmental and social impact costs over the lifetime of a product or

    Original URL path: http://www.uiowa.edu/ap-purchasing/article/green-purchasing (2015-11-11)
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  • Purchasing Can Save Departments Money | Purchasing, Accounts Payable & Travel
    Care 577 027 Anesthesia 360 780 Athletics 385 296 Athletics Facility 240 236 Autopsy Service 14 423 Banquets Catering 13 785 Biology 201 325 Biomedical Research Store 25 558 Build UI 671 996 Bus Admin College 32 665 Business Office 75 150 Capital Management 383 652 Central Control 1 161 765 Clinical Quality Safety 281 860 Controls Engineering 38 614 Core Facility Research 29 009 Dentistry 84 515 Design Construction Services 254 578 DNA Facility 255 735 Elec Power Utility Service 244 942 Environmental Health Safety 11 663 ES Utilities 34 141 ES Management 20 034 ES Miscellaneous Repairs 19 806 Facilities Management 2 212 858 Facility Promotions 12 040 Fleet Services 133 863 Fluidized Bed Coal Inventory 420 450 Food and Nutrition Services 1 040 497 Geoscience 260 555 HCIS 2 422 593 Heart Vasc Cardiac Rehabilitation 85 000 Housing 1 347 391 Human Resources 418 380 Hygenics Lab 33 084 IRL 133 157 ITS 410 436 Journalism and Mass Communication 38 996 Law Library 101 122 Library 9 626 Microbiology 31 317 Neurology 25 616 Nursing 711 946 Office of Sustainability 49 010 Operating Room 393 352 Organizational Effectiveness 33 000 Parking and Transportation 152 266 Pathology 416

    Original URL path: http://www.uiowa.edu/ap-purchasing/article/cost-savings (2015-11-11)
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  • Blanket Orders | Purchasing, Accounts Payable & Travel
    if there is a change in MFK or spend is greater than 10 000 per year Funds are encumbered monthly but amount remaining removed at the end of the fiscal year List of items to be purchased must be included in the line item description Only the goods or services listed on blanket order may be purchased Equipment shall not be purchased Minimum Requirements for a Low Dollar Blanket Order Twelve vouchers invoices or Spend of 5 001 or more per year 2 fiscal years only One MFK Give estimated annual usage If the annual spend is under 5 000 consider using the Procurement Card instead of a blanket purchase order At a Purchasing Agent s discretion a blanket order may be closed for minimal activity Departments are responsible for reviewing and verifying the items received closely and diligently If the order is for time and materials please make sure the invoice has the following t c s Name of Individual s performing the work Job Classification if applicable Apprentice Journeyman Master etc Number of Hours Worked Hourly Rate Dates of Service Itemized Material Listing Material Cost Purchase Order Number Contract Blanket Orders Contract Orders are purchase orders intended for multiple repetitive purchases of goods and services that have been competitively bid or have a pricing contract These PO s will be designated by the PO type of BOQ or the PO type that best reflects the type of contract i e Novation University Contract Regent etc The line description should read Contract for specific items followed by the dates of the contract period Purchase order will remain open for the contract period Funds are encumbered monthly but amount remaining removed at the end of the fiscal year Minimum Requirements for a Contract Order One MFK Give estimate of annual

    Original URL path: http://www.uiowa.edu/ap-purchasing/blanket-orders (2015-11-11)
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  • Contracts | Purchasing, Accounts Payable & Travel
    Microfilming and Storage Electrical Misc Work Electrical Parts and Supplies Embroidery Services Equipment Rental Fasteners Flooring Furniture Primary Furniture Laboratory HVAC Plumbing Mechanical Work Joint Regent Contracts Laboratory Scientific Equipment and Supplies Lamps Fluorescent Lodging Maintenance and Service Contracts Medical Moving Nurses Allied Office Supplies Painting Painting Supplies Plumbing Supplies Recycling General Grease Light bulbs Security Services Signage Sign Language Interpreting Software Snow Removal Temporary Staffing Travel Agencies Upholstery Window

    Original URL path: http://www.uiowa.edu/ap-purchasing/contracts (2015-11-11)
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  • eBid | Purchasing, Accounts Payable & Travel
    to register If you need help use the Registration Guide or email ebid uiowa edu After completing the registration use the eBid Quick Guide for instructions regarding the bidding process This registration is in addition to the required registration to become an approved vendor for the University Sign into eBid New to eBid Forgot password Bids Past and Present Available Bid Opportunities UI Facilities Bids Awarded Bids eBid Site Terms

    Original URL path: http://www.uiowa.edu/ap-purchasing/ebid (2015-11-11)
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