There are 3 main ways of making a purchase for business-related supplies, materials, and services:
* It is generally recommended that supplies and tangible items be purchased with a PALCard or Purchase Order. However, small purchases can be reimbursed (<$500) with some exceptions. Furniture, paint, and other materials noted on the Commodities Not Permitted via PALCard or Low Value Purchase Order list cannot be reimbursed.
Some purchases that are not allowed on PALCard (gifts, travel, entertainment, business meals) must be paid for on Corporate Card or with personal funds, which are then reimbursed.
PALCard
Employees may obtain a PALCard by completing the online training and test through Materials and Risk Management website. To start this process, refer to SNAP at http://snap.uci.edu/viewXmlFile.jsp?resourceID=154.
Purchase of refrigerators and microwaves is NOT allowed on University funds. These items may be purchased using personal funds only.
PALCard Procedures
The Business Office is required to review all PALCard transactions to confirm the appropriate account to charge and verify that sales and use taxes are properly applied to purchases. There is a small window of opportunity to review transactions in the University Financial System and it is crucial for PALCard holders to follow the steps to ensure compliance with UC Purchasing policies.
To comply with University PALCard procedures, every PALCard transaction must have a requisition form. After you make a purchase with your PALCard, please complete the PALCard Requisition Form with appropriate backup documentation and information. Submit the form and the original receipt(s) for that purchase. **
If receipts/invoices or packing slips are smaller than 8½ by 11, please tape them to an 8½ by 11 sheet of paper with no loose edges.
Backup documentation includes:
- Description of goods or services purchased
- Account, fund, and sub number to be charged
- Itemized prices, sales or use tax, estimated freight, shipping/handling
- PALCard Holder signature
- For internet purchases, copy of the confirmation screen printout that contains the order with the confirmation number, description of items purchased, and dollar amount of transaction will suffice as a receipt.
- Packing and/or delivery slip
- When you receive your packing slip, please forward to the business office and we will match it up with your PALCard purchase. Packing slips are needed in case of an audit as one form of proof of delivery of an item.
Please remember whenever a credit card purchase is made, either over the counter, on the phone, via fax, or on the internet, documentation must be retained by the Business Office as proof of the purchase. The Business Office is the Official Office of Record, and if audited, will show proof of all required documentation set forth by the University.
** Department Head and AUL signature lines are provided on the form to facilitate internal controls as preferred by each department/division. However, these signatures are not necessary for audit records. Department Head/Divisional AUL review can also be on a post-transaction basis through review of financial reports.
Purchase Order Request
For complete description of choosing appropriate Purchasing Method, refer to SNAP at http://snap.uci.edu/viewXmlFile.jsp?resourceID=121.
There are several reasons why a purchase must be done through a Purchase Order Request:
To begin the Purchase Order Request procedure, follow these steps:
- Collect backup documentation for the item(s) to be purchased (vendor quote, item number, pricing from catalog or internet, etc.).
- Complete Purchase Request Form and obtain AUL/Department Head/Supervisor authorization signature(s).
- Send all documents and form to the Business Office for Director of Finance approval and processing.
- Since all Purchase Order Request are forwarded and completed by the campus Procurement Department, please allow extra time for delivery of purchase.
UCI Corporate Card
In addition to travel expenses, the UCI Corporate Card is the appropriate method to purchase specific items, such as gifts. Please refer to the Commodities Not Permitted via PALCard or Low Value Purchase Order list to see other items that may be purchased on the UCI Corporate Card.
To apply for a UCI Corporate Card, click here.
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