Purchase Requests

What is it?  Form that allows Student Clubs and Greek Organizations to access their funds. The Student Clubs and Greek Life office uses the Purchase Request Form as an official record.  Purchase requests requires the approval of the organization’s President, Treasurer, and Faculty or Staff Advisor  The Student Clubs and Greek Life office cannot issue payment or approve purchases without a Purchase Request

Click here for the Purchase Request Form Status of your Purchase Request (Canceled or Completed) Stage of your Request (Initial Stage, President, Treasurer, Faculty/Staff Advisor) View your account balance and available funds here

Purchase Request Form  Once you click on “Create Purchase Request”, fill out the information accordingly  Upload any necessary paperwork, tax information, receipts, honorariums, contracts, invoices, or statements that provide rationale for the request  Submit form  Have the club or organization’s advisor, President, and Treasurer approve the request

Request Types: Petty Cash  Reimburse your organization for out-of-pocket expenses made on behalf of the organization  Allow 2-3 business days for request to be approved  Bring original receipt to the Student Clubs and Greek Life office  Must be submitted with an estimate of the purchase before the organization’s request can be authorized  This makes sure that the organization can cover the purchase  Cannot be reimbursed if the Purchase Request was not on file before the purchase  Expenses must be on-hand items (not ordered) and under $100  Vouchers issued expire at the end of the semester they were issued  Can be redeemed by the Cashiering Office in the University center, must have a valid photo ID

Limited Purchase Orders (LPO)  Used when making a purchase at a local business that has a UAA established account  Businesses that accept LPOs are: Costco, Party World, and Party Craft, Fed-Ex/Kinko’s, Subway  Allow 2-4 business days to be approved  After approval, club should come to the Student Clubs and Greek Life office to pick up when ready to go shopping. The club is responsible for providing the LPO to the business at the time of purchase.  The top white copy of the LPO is kept by the business and the two remaining pages must be brought back to the Student Clubs and Greek Life Office with the original receipt within 48 hours of purchase

Direct Pay/Check Request  Can request payment by check or reimbursements for purchases over $100.  Also used for payment for services, disbursement of awards, membership dues or bill payments, and donations to non-UAA organizations  The following documentation may also be necessary based on the type of purchase:  W-9 Form  I-94 Form or Proof of Business on Visa (international companies)  Quote or estimate for services from business  Invoice or Billing Statement  Credit card statement

Direct Pay cont’d  All checks will be sent directly from the UAA Accounts Payable and Purchasing Departments to the vendor, business, or individual named on the PR.  Allow 7-10 business days for a Direct Pay to be processed  If the check needs to arrive at a business or organization by a specific date, please attach a statement to the PR that indicates this information.  Any special request should be noted on the PR, such as hand delivering the check or sending via Fed-Ex.  Your account will be charged for this cost

Journal Vouchers (JV)  JVs are used when payments are being issued between UAA departments, organizations, and clubs  Organizations can request a JV to make a payment or donation to another UAA organization.  Before a JV can be approved, organizations must fill out a PR form with an appropriate estimate or amount  In the case of General Support Services, please request an estimate for any service.  The Admin Assistant for Student Clubs and Greek Life will provide the organization with an authorization form that a member of the organization must bring to General Support Services before the department will provide any service  No bills from General Support Services or other University departments will be honored unless the PR form has been filed with the office  Groups requesting a JV must file the PR Form 2 – 3 business days before the payment is needed by another UAA department, organization or club

UAA Procard  The UAA Procard is an official University Credit Card  Use of the Procard is limited  Purchase Requests must be submitted with attached invoice estimate showing the exact cost or charge to the club/organization  Typical Procard Purchases by student clubs:  Dues and Registration fees  Club T-shirt/sweatshirt orders  Online club supply orders (office supplies)  Can never be used for contractual services including facility rental fees  Allow 2 -3 business days for the request to be approved  The Admin Assistant for Student Clubs and Greek Life will make all Procard payments and purchases and provide your club or organization with a copy of the final statement  All purchases made with the Procard will come out of your club account