The ProCard is a corporate credit card that may be used to purchase goods and limited services. Only the SNRAS-AFES Dean and CES Director, respectively, may approve the issuance of ProCards and such approval will occur only after the Business Office reviews the application to ensure that requested limits and uses are within the budget authority of the requesting department. All prospective ProCard holders must read and sign the CES & SNRAS-AFES ProCard Policy Memo, before a ProCard application can be processed.

Please Note: Although information on the UAF ProCard system may be obtained from the UAF Procurement website, all ProCard applications, change forms and other paperwork should be routed through the Business Office, attention Fiscal Technician.

ProCard holders have been given the ability to spend but not necessarily the authority to spend. So any purchase must be approved in writing by someone who has budget/expenditure authority. Some depts/office have developed their own internal form for this purpose and a ProCard Purchase Request form is posted below, but an e-mail or some other written communication from budget/expenditure authority is also acceptable.

If you do not have a ProCard, contact the CES & SNRAS-AFES Fiscal Tech, Debbie Gonzalez,  for assistance with the forms and application process.

• CES & SNRAS-AFES ProCard Policy Memo 7/1/11
• Representational Allowance on ProCards UAF
• UAF ProCard information
• Common Account Codes CES & SNRAS-AFES
• CES & SNRAS-AFES ProCard Purchase Request form

See new ProCard Enhancement in Allowable Services: 1/5/11 memorandum from Helen Connor, ProCard Administrator.

Purchase Requisition (PR)  Resulting in Purchase Order (PO): When goods and services cannot be obtained by one of the methods outlined above, a "requisition" must be placed. Note that requisitions do NOT have a $ limit.

Send your completed Department Purchase Request to the Purchasing Account Technician for processing at least 2.5 weeks before items or services are needed.

Purchase Request Instructions. Please do not place any orders yourself (to avoid duplication of orders).

• Purchasing Tech receives a complete & signed Department Purchase Request Form
• Requisition is entered into Banner resulting in a reservation of funds and a document number beginning with R
• Backup is transmitted to UAF Procurement who review, finalize, and issue the Purchase Order to the Vendor. In Banner this results in the release of reservation of funds, an encumbrance of funds and a document number beginning with FP which is the Fairbanks issued purchase order number
• When goods and/or services have been provided, the vendor sends an invoice to UAF Accounts Payable (per purchase order instructions). If you should receive an original invoice related to a purchase order please forward immediately to the Purchasing Tech. for processing
• Accounts Payable notifies Purchasing Tech of invoice receipt; Purchasing Tech receives the items in Banner allowing Accounts Payable to process payment to vendor

Please note that when restricted funds are being used, additional steps and processing time are needed as the purchase request will be reviewed by the Office of Grants and Contract Administration

"How do I know when my order has been placed?"

Contact the Purchase Tech or check in DSD/QMenu for an FP number.

Representational Allowances are University funds used to provide refreshments, meals, snacks, beverages, catering, decorations or entertainment in support of an event or occasion. All catering, food items (except field/ship provisions), restaurant charges, gift purchases (bowls, plaques, shirts, flowers, etc.) and decorations require a representational allowance form. All expenditures for Representational Allowances or Special Events must have prior approval from the unit Dean or Director before purchases are made. If the Dean or Director are not available to sign the rep allowance form, contact the Business Office for assistance in obtaining appropriate signature. The Dean or Director cannot delegate signature authority for representational allowance forms.

Representational allowance forms need to be signed by the unit whose org is listed on the form.

63XXX Carol Lewis
64XXX Fred Schlutt

For any representational allowance form that lists an org other than ours, it needs to be signed by that unit's signature authority.

Please note that ProCards are NOT to be used for representational expenses without prior approval. Contact Fiscal Tech for more information.

• Representational Allowance Form UAF
• Representational Allowance Guidelines UAF
• CES & SNRAS-AFES Representational Allowances and Special Events
• Representational Allowance Form Instructions CES & SNRAS-AFES