Non-travel / non-capital purchases under $10,000 can be made using U of A Financials Shop Catalogs which is in UAccess Financials or by using a University procard. For invoices under $10,000, in which vendors do not accept a procard, please complete the invoice payment request smartsheet below. You can checkout a procard in the Geosciences Business Office. For training on the U of A Shop Catalogs system, please contact Heather Alvarez. Please note that capital purchases over $5,000 using grant funds must be budgeted or have approval from your program manager. Capital purchases can no longer be made on a university procard. You must submit a purchase order request form. Please note that the university now requires that all office supply related purchases must be made via the Staples punchout in U of A Shop Catalogs.
Purchases over $10,000 must be made via purchase requisition/order. All purchases require a quote and purchases over $25,000 require a sole-source justification (see 4.7 Sole source policy for additional details) or 2 additional quotes (if a sole-source is not applicable). Please fill out the purchase order smartsheet below to move forward and please allow ample time for the processing of your purchase request. The Purchasing office can take up to 14 business days to get your purchase order submitted to the vendor.
Researchers, Staff, and Faculty who use the purchasing card often for non-travel related expenditures are encouraged to obtain their own procard. University employees who travel frequently are encouraged to obtain a university travel card/ONE card. This is encouraged but not mandatory (for now). The Department currently has two departmental procards that can be checked out for non-travel purchases. All U of A business travel will now be paid via a university travel card (for the cardholder only) or out-of-pocket in which employees will seek reimbursement. Airfare can be purchased via the booking tool in Concur. The department no longer has a purchasing card that can cover travel related expenses. The procards can be checked out in the Geosciences Business Office. Upon check out, users will be required to scan a QR code leading to a checkout smartsheet. Copying of the Proard information for future use is prohibited. Once purchase is made, please complete the applicable Procard purchase smartsheet and attach receipt(s).
NOTE: purchases made with the Procard must follow purchasing card rules and guidelines. The current single Procard transaction limit is $10,000. Travel related purchases, software from foreign vendors, hazardous materials, alcohol, and expenses paid on behalf of non-employee foreign individuals may not be made with the Procard. Please be aware that the Procard cannot be used at the U of A Bookstore and all Bookstore purchases must be made via internal billing (contact business office for instructions). When in doubt, please reach out to the business office before making a purchase.
Business purpose
Expenses purchased on behalf of the University must have a clear written business purpose that details the benefit to the either a specific research project and/or University business related purpose. Click here for guidelines on writing a business purpose: https://www.fso.arizona.edu/financial-management/business-purpose
Request a Procard/Travel Card/ONE Card
Please complete the Card Request in Concur
An employee can submit a request for reimbursement via Concur if the expense is reasonable and in accordance with University of Arizona Guidelines. DCCs, unpaid grads, and undergraduate students will submit a request via Smartsheet. See links below. Purchases made at the U of A Bookstore are not reimbursable and must be made via internal billing (contact the business office for instructions). Equipment such as computers, field gear, etc. that are reimbursed with University funds become the property of the University of Arizona. To avoid taxation, receipts must be received and processed within 90 days. UA Financial Services will not reimburse employees for alcohol and business expenses paid on behalf of non-employee foreign individuals. To prevent any delays, check with the Business Center prior to making your purchase.
NOTE: Use of a purchasing card is preferred over employee reimbursements.
If you plan on inviting a guest (Guest Speaker, Visiting Scholar, consultant, etc) and plan to provide any kind of reimbursement, please contact the Business Center prior to issuing any kind of commitment to ensure reimbursement is allowable under University of Arizona policy. Send an email to halvarez@arizona.edu(link sends e-mail).