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Procurement Services

2020/2021 FISCAL YEAR DEADLINES

Below are the deadlines for submitting requisitions to be processed in the 2020/2021 fiscal year, this pertains to ALL funds.

If you anticipate ordering items with long delivery terms please submit requisitions in time for Procurement Services to process the purchase order/bid so orders will be received before June 30, 2021. If necessary, submit the requisition earlier than the deadline requirement to receive the order by June 30.

April 9, 2021 - Requisitions for items requiring formal bids (orders exceeding $75,000 and not on state contract) must be in the Procurement Office. - THIS DEADLINE HAS PASSED

May 7, 2021 - Requisitions for items requiring quotation bids (orders from $20,000-$74,999.99 and not on state contract). (Purchases exceeding $20,000 and less than$74,999.99 in total cost, including freight charges, but excluding sales tax.)THIS DEADLINE HAS PASSED

June 11, 2021 - Requisitions for small order items (orders $20,000 or less) and all state contract items regardless of cost.
*On-Campus purchasing requisitions can be entered until June 23. (Printing Services, Sodexo, Parking Services, Facilities Management, etc.)

June 23, 2021 - Payment requisitions (paying invoices, registrations, membership, etc.). This includes grant accounts, on-campus purchasing requisitions (Printing Services, Sodexo, Parking Services, Facilities Management, University Police, ITS.)

Requisitions must be entered and approved in Banner by NOON (12:00 p.m.) on the deadline date. All requisitions received after this date will not be processed.

For grants and contracts, the account’s end date should be placed on the Document Text Screen in order to expedite the processing.

The Banner System will be left on until the end of the fiscal year to process grants and contracts with end dates after June 30, 2021.

Orders not approved or completed at the end of the fiscal year, will be deleted and will have to be re-entered by the department in the 2021/2022 fiscal year.

Announcements

Dear Colleagues,

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.

Best regards,

Russ Hannah


Procurement Services' mission is to provide the University with services that effectively and efficiently respond to the campus's operating needs.

Department Goals

  • 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.

Strategic Plan

Procurement Services' strategic plan is to search for the best quality products and services and at the best price while meeting departmental needs.

Purchasing Authority

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

 Posted 6/19/2018

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.