Financial

Procurement and Contracting Services (PACS)

Procurement and Contracting Services (PACS) mission is to create and maintain a customer oriented effort in product/services procurement, and contracting services, that supports the University of Arizona Mission, and to provide for the responsive, efficient and timely acquisition of quality products and services at a prudent cost.

Purchasing Card (PCard)

The Purcasing Card (PCard) is a University credit card used to make the majority of small dollar purchases (less than $5,000).

A completed PCard Form, original receipts, and supporting backup documentation must be submitted to your Department Reconciler. Note: the PCard form is available for your use, but you may also use your department’s form if they have one.

Purchasing Card (PCard) cardholders are responsible for ensuring that the Purchasing Card is used for University of Arizona business only. All transactions made using the Purchasing Card must benefit and support the University's mission of education, research and public service. The PCard cannot be used for personal use.

The physical checkout process of a Department PCard resides with the Responsible Cardholder and cannot be delegated to another individual.

Guidelines for PCard Documentation Submission

Department PCard Checkout Sheet must be kept by the department cardholder to keep track of who has checked out the department Purchasing Card. 

The Individual checking out a Department PCard, with the Responsible Cardholder's approval, may only make the specific transaction that has been pre-approved. The department card must be returned to the Responsible Cardholder as soon as the purchase is complete, along with the required paperwork (original receipt and pcard form).

If you are concerned about a purchase being non-compliant, please review the PCard Restrictions Table and the PCard Office Policies Manual & Overview.

Other Purchasing Mechanisms

There are three ways to make purchases over $5,000 but under $100,000.

Requisition or Purchase Order (PO)

Requisition or Purchase Order (PO)  is used for purchases exceeding $10,000 or $5,000 on Sponsored Projects Accounts. You will need to provide price comparison from 3 vendors and select the lowest priced option.

Shop Catalogs (formerly Arizona BuyWays)

Shop Catalogs is a web-based requisitioning program, which allows users to easily order and pay multiple vendors. 

Strategic Alliances & University Wide Contracts are agreements for commodities and services established to benefit the University of Arizona. Items may be purchased using the Shop Catalogs with most vendors. If a vendor is not currently in the UAccess system, a W9 Form may be needed in order to establish the vendor in the University purchasing system. Departments can request the W-9 form from the vendor to speed up the process.

Independent Contractor (ICON)

Independent Contractor (ICON) Form is required and should be sent via secure fax, or in person, to Research, Innovation & Impact (RII) Business Services to pay individuals for consulting services or for visiting experts. Due to the nature of the information contained on the ICON form, please return the form to Research, Innovation & Impact (RII) Business Services either in person or by secure fax at (520) 621-9753.

Sole Source Justification

Sole Source Justification is used when a PI or department want to select a specific vendor (without a cost comparison) for a purchase that exceeds $5,000.

University of Arizona Contracted Vendors

Allowable Expenditures

The Allowable Expenditure Summary outlines specific categories of business-related expenses as they are generally allowed by fund type.

Mobile Device Guidelines

In accordance with the policies set forth by the Financial Services Office, Research, Innovation & Impact at the University of Arizona will issue and pay for, at its discretion, individual mobile communication devices to select department representatives who are required to be in close contact with colleagues at all times. In exchange for a University provided and paid for mobile communication device, department representative must follow the guidelines listed below for their own and others safety.

Please refer to FSO Policy on Technology Allowances:  https://policy.fso.arizona.edu/fsm/900/917

Please complete the RII Mobile Device Guidelines form and submit to your designated Account Manager.