Information for Fiscal and Procurement Technicians

Alaska Statutes and University Procurement Regulations require that all purchases over $10,000 be competed to ensure that the University is getting the best value as it procures goods and services to support its mission. The process includes, written or verbal specifications submitted to potential vendors or contractors requesting them to submit pricing via an informal quote or proposal (for items $10,000 to $100,000) for goods or non-personal services; or a formal Bid or Request for Proposal for goods, non-personal or professional services over $100,000.

A University procurement officer will develop specifications and/or scope of work based on their understanding of the department's needs submitted on the requisition, backup and any subsequent discussions. A standard amount of time is given for vendors to respond to University solicitations. Sometimes changes to the original quote, bid or proposal are necessary and an amendment is prepared. This will usually allow the vendors additional time to respond to the new terms of the solicitation. Be sure to plan ahead for larger dollar purchases as they often take much longer than smaller purchases.

Following is a listing showing what type of competition will be required depending on whether you want a commodity or a service and the dollar amount.

Goods and Non-Personal Services

Professional Services

"Unauthorized Purchase" is an agreement, a commitment, or an order for goods or services, or changes to existing contracts by any person who does not have express written delegation of procurement authority to bind the University.  This includes changes under existing contracts that are made by person who do not have delegated procurement authority.  Unauthorized purchases are not binding on the University.  Procurement transactions in excess of a person's delegated authority are also considered unauthorized.

Unauthorized Purchases include:

1. Making commitments with grant money without the required approval of the Grants & Contracts Office or the Procurement Services Department.
2. Placing an order after submitting the requisition on the assumption that a purchase order has or will be approved.
3. Coercing a vendor to initiate an order on the promise that a PO will be forthcoming.
4. Using personal funds to make a purchase of goods or services that would normally require Procurement Services' involvement to secure competition, approve sole source,  or otherwise comply with State law and Board of Regent policy.  The University is not obligated to reimburse and employee who takes such action.
5. Failure to timely submit a requisition for renewal of on going services such as maintenance agreements, etc.

Unauthorized purchases may be ratified in accordance with delegated authority if funds are available, if it is the best interest of the University, the commitment would otherwise have been proper.

However, the individual who made the unauthorized purchase  may be financially liable if the procurement officer recommends and the campus chief financial officer agrees that the University is not obligated for all or some portion of the debt.

Board of Regents Regulation R05.02.03 Accounting and Fiscal Reporting states under Section B – Compliance Reporting:

“The University shall report all payments to the Internal Revenue Service as required by law and regulation. There shall be a determination of the status as an independent contractor, honorarium, or employee prior to initiating work or payment for such work. All payments shall be reported in accordance with Internal Revenue Service Regulations.”

For service providers that qualify as independent contractor, IRS Form W-9: Request for Taxpayer Identification Number and Certification is required by the University. This is in order to accurately obtain a social security or employer identification number and other information regarding how the individual, company or organization reports their income for IRS tax purposes. The University requires a W-9 for all vendors and the responses on the W-9 as well as the type of service provided will determine if the University is required to report the income on IRS Form 1099 at the end of the year.

For honorariums to individuals, which are typically payments given as token of appreciation; the same requirements apply in order to accurately obtain the individuals social security number for tax reporting purposes.

For new service providers, or new honorarium recipients, UA departments should obtain a W-9  in order to expedite a payment and submit the form with other backup information, contract or scope of work after completing a Banner requisition.

For service providers or honorarium recipients that are already in the vendor database in Banner, Procurement Services or Accounts Payable will determine if there is already a W-9 on file prior to the issuance of a purchase order or payment, and if not send the service provider a W-9 that must be completed before purchase order is issued or payment made.

Additionally, winners of prizes and recipients of awards (cash or non-cash) not related to services provided that exceed $50.00 also require Form W-9. Examples include juried art awards, raffle proceeds and other such winnings.

Click here to obtain IRS W-9.