P-Card Approval Process for Marketing Materials Advertising, branded promotional goods and merchandise, and operational / print items

P-Card Approvals Process What are considered marketing materials? How am I able to properly purchase these items? What am I able to purchase with my University P-Card? How do I reconcile my P-Card? During today’s presentation, we will cover the following topics to help you understand: what items are considered marketing materials how to properly purchase these marketing materials when and how to use your University P-Card to purchase and how to reconcile your P-Card after purchasing these items.

what exactly are marketing materials? Advertising All media placements including on-line and print, newspaper, journal, magazine and radio Branded merchandise and promotional goods Staff polos / uniforms Pens, mugs, tote bags, etc. for giveaways Sales of products for fundraising programs Operational / Print Items Table cloths Pop-Up Banners Business Cards Stationary To start, we’d like to cover the wide variety of items that are considered “Marketing Materials”. Marketing materials may be considered an umbrella term for a wide variety of items and services that help support the promotion of the University. In the traditional sense, all advertising tactics are considered marketing. This includes media placements both on-line and print, newspaper, journal and magazine, radio spots, as well as social media. Branded merchandise and promotional goods are also considered marketing materials. This can include staff polos and uniforms, giveaway items for conferences and seminars, as well as the sale of any branded goods for fundraising efforts. Lastly, operational and print items play a large role in the promotion of the University. Consistent branding in business cards, letterheads, table cloths, pop-up banners and other operational supplies all support the OneNAU vision and are considered marketing materials.

how can i purchase these items? Advertising Please work directly with your Marketing Account Manager Find your account manager by visiting University Marketing Website If you are not currently assigned a project manager, e-mail marketing@nau.edu AM’s are responsible for developing campaign strategies, managing budgets, ad placement and buys, and analysis and review Now that we’ve covered the wide variety of items that are considered marketing materials, we’ll cover the proper process in which to obtain these materials to support your marketing efforts. For advertising, you will need to work directly with your Marketing Account Manager. A full list of Account Managers is available at the University Marketing website (nau.edu/marketing). Account managers are responsible for working with you and your department to understand the goal of an advertising efforts, and assist in the concepting, design, budgeting and placement of advertising campaigns, as well as analysis and review of the campaign to monitor effectiveness and make adjustments as needed. Ultimately, our goal is to provide the best return on investment that will make you and your campaign as successful as possible. If you or your department are not currently assigned an Account Manager, you can e-mail marketing@nau.edu to have marketing resources assigned to your request.

how can i purchase these items? Branded merchandise and promotional goods Submit branded merchandise and promotional goods purchase approval form Vendor* Campus Bookstore should be contacted first: 1008gm@follett.com  If the Bookstore cannot meet your needs, then a licensed vendor may be used. For more information visit nau.edu/licensing Art Distribution Method For branded merchandise and promotional goods, you will need to submit a purchase approval form, available via the marketing website. To successfully submit the form, you will need to include: Licensed vendor of choice Requested artwork Method of distribution Keep in mind that the Campus Bookstore is contracted with the University for the exclusive right to sell merchandise traditionally offered in University Bookstores. The Campus Bookstore should always be afforded first opportunity to quote on any promotional materials. You may request a quote from the Bookstore by e-mailing 1008gm@follett.com In the event the Campus Bookstore is unable to meet your needs, a licensed vendor of your choice may then be contacted. A full list of licensed vendors is available online. The purchase approval request will be reviewed against brand standards and licensing policy. You may be contacted by the Trademark and Licensing Department if additional information is needed.

how can i purchase these items? Operational / Print Items Northern Arizona University operates a highly capable and cost-efficient University Printing Services department to meet most of the NAU’s printing needs. All University offices and personnel must use University Printing Services for their University printing jobs in excess of their own routine photocopying and desktop printing. A valid university speedchart number is required to make purchases through University Printing Services If an outside print vendor is used, then all print purchases paid with a University P-Card should have an approval from Print Services included with their documentation. University Printing Services is your one-stop-shop for all operational and print materials. They offer a digital storefront for print-on-demand items, as well as a custom estimate request form for special projects. At this point a valid university speedchart is required to process purchases made through Print Services. In the event that Print Services is unable to meet your printing needs, you may be given permission to use services outside of the University. Only the Manager of Print Services may grant this exception, and this documentation will be required to reconciliation of P-Card Purchases for print services. Let’s take a look at the wide variety of products and services that are currently offered through Printing Services.

what products does university printing services offer? Adhesive Vinyl A-Frame Signs Banner Stand Booklets/Books Bookmarks Brochures Business Cards Buttons Calendars Course Packs Direct Mail/List Cleaning Door Hangers Envelopes Fabric Posters Flags Flyers Folded Cards Folders Forms Handout Cards Labels Large Posters Letterhead Magnets Manuals Newsletter Notepads Packets Postcards Presentation Packets Rack Cards Rigid Signs Signage – Indoor and Outdoor Small Posters Static Cling Stickers Sticky Note Pads Table Tents Table Throw – Applique Table Throw – Printed Tags Tickets Vinyl Banners Vinyl Lettering

WHAT CAN I PURCHASE WITH MY P-CARD? Advertising Print, Digital and Social Campaigns, but requires the consultation and approval of Marketing AM assigned to specific Unit Branded merchandise and promotional goods Staff Polos / Uniform items Promotional goods for distribution / fundraising All orders should be submitted to University Marketing / Trademark Licensing for approval before submitting to the University Bookstore or a licensed vendor. The Campus Bookstore is contracted with the University for the exclusive right to sell merchandise traditionally offered in University Bookstores. If the Bookstore is unable to meet your needs, a licensed vendor may be used. Operational / Print Materials NAU Print Services has right of first refusal to produce all goods within their product portfolio. In the event Print Services is unable to meet your needs, only the Manager of Print Services reserves the right to release your order to a vendor outside of the University System. Approved orders placed outside of University Print Services may be paid with P-Card. To recap, let’s review when and how you may use your University P-Card to purchase marketing materials: Advertising: P-cards may be used only after consultation and approval of a University Marketing Account Manager. Correspondence from the AM will be required to reconcile any advertising purchases made with a P-Card Branded merchandise and promotional goods: P-cards may be used to purchase these items with the written approval of University Trademark and Licensing, which may be obtained by submitting a purchase approval form. An approved form is required to reconcile and merchandise purchases with a P-Card Operational and print materials: P-cards may be used to purchase off campus print items only with the written approval of the Manager of University Printing Services. This approval is required to reconcile any print or operational purchases made with a P-Card.

how do I reconcile my p-card if I’ve used it to purchase marketing materials? When reconciling your P-Card where marketing materials have been purchased, be sure to upload the following into On-Base for each transaction: Payment receipt E-mail or approval letter from Marketing / Print Services representative for product or service procured When submitting p-card transactions, please be sure to use the following expense codes: Advertising / Marketing: 750110 Printing / Copy-service: 730350 In order to reconcile your p-card where marketing materials have been purchased you must include: payment receipt E-mail or approval letter from: Marketing Account Manger for Advertising Trademark and Licensing Manger for Branded merchandise or promotional items Manager of Printing Services for any off-campus operational or print materials

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