As part of our ongoing response to the COVID-19 virus, we are establishing procedures to track costs associated with our efforts. To facilitate this, we’re requesting your assistance with the following:
First, if you have already incurred costs related to the virus, for example, purchasing extra cleaning supplies, please compile those costs and forward them to Gretchen Burns, senior associate controller, at gburns@AState.edu. A simple spreadsheet, memo, or email with the vendor name, requisition or other reference number, and amount will suffice.
Second, we have established an activity code to track virus-related expenses for offices and departments to begin using immediately. Activity codes are additions to the FOAP string used when requisitioning expenses in Banner or recording them in Concur. Activity codes are optional in the Banner system. Initiators will need to remember to include them when making or recording a purchase; the system will not prompt you to include them. This linked PDF document explains how to record the activity code in Banner and Concur. If you have questions or require additional information, please contact Traci Ellington in the Controller’s Office for assistance at tellington@AState.edu or ext. 3261.
These measures will assist us with tracking theses costs internally and potentially reporting them externally to our system office and the state and federal governments. Thanks in advance for assisting us with this effort.
Procurement Services' mission is to provide the University with services that effectively and efficiently respond to the campus's operating needs.
- To procure all materials and services which meet the quality, quantity and delivery requirements of University departments.
- To obtain the highest value for each dollar spent.
- To foster and maintain good working relationships with campus departments through an understanding of their purposes and objectives.
- To promote the principles of open competitive bidding and impartiality.
- To maintain a high level of professional ethics and integrity.
- To provide potential suppliers with equal consideration of their products and services.
- To foster a high standard of public relations within the University, with vendors and the general public.
- To acquaint faculty and staff with the practices and procedures employed by the Procurement Office.
- To provide information and consultation to faculty and staff relative to products, sources and procurement options available to them.
Procurement Services' strategic plan is to search for the best quality products and services and at the best price while meeting departmental needs.
All purchases, rentals, leases, lease/purchases, and contract services for Arkansas State University-Jonesboro, regardless of the source of funds, are subject to Arkansas laws, regulations, and procedures, and should be for the official business of the University.
All types of purchases from University accounts are subject to these regulations and procedures and require prior approval from the Procurement Services Department. The Procurement Official is the sole purchasing authority of the University. Purchases not authorized by this authority are not legal obligations of the University.
Purchasing Without Authorization
Any individual making a purchase without proper authority is assuming a personal obligation to the vendor for whom he/she may be held personally liable.
Federal Procurement Standards Notice
Arkansas State University-Jonesboro will comply with Procurement Standards as defined in 2 CFR 200, "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards", Subpart D, Section 200.317 (Procurement by states), for all federal grant funded procurements.