Procurement Services (Purchasing)
The acquisition of KPC goods and services are processed in-house in compliance with
University of Alaska Board of Regents’ Policies, UA Procurement Manual, State of Alaska
statutes, and Federal Regulations.
KPC Purchasing Process
All purchases with NO exceptions must be approved in advance. Purchases made prior
to receiving approval are unauthorized and may become the financial responsibility
of the individual who made the purchase.
A NEXTGEN Purchase Requisition (PR) Form must be completed, submitted and approved as authorization to purchase.
The PR is a web based NextGen form that automatically routes to the proper departments
for review and signature based on the parameters that are selected by the requestor
on the form. The PR can be used for ProCard purchases, Purchase Order requests and
Direct Pay requests. Quotes and other supporting documentation can be uploaded to
the form to aid processing.
Types of Purchases
Procard: See Procards webpage for details and restrictions for making procard purchases. After PR is completely
signed, the requisitioner will receive an email from the system to access their form
in forms history.
Purchase Order: Please attach vendor quote and applicable documents in the supporting documents
section of the PR. Once the purchasing officer has completed the purchase order the
applicable end user will be notified and/or copied on the email notification to the
vendor to initiate the order.
Direct Pay: Direct Pay’s may only be initiated by someone in Administrative Services.
Representational Expense Allowance Form (Rep form) is required for expenditures with account codes 8115, 4008/4118, 3008/3118 or 3038/4038
(food/décor/gifts). Rep forms must be submitted and approved by Director of Admin
Services prior to purchase in advance of purchase. Submit Rep forms by attaching them
in the supporting docusments section of the PR.
Sales Tax
KPC is exempt from sales tax. Tax exempt cards are available for check out. Contact
at the KPC accounts payable technician at KRC or the KBC business office.
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Purchase Request Form Instructions
Requestor Information
This section auto fills from UA single sign on for the requestor first name, last
name and email address and the date the form is initiated.
- Dept: Refers to the department that is financially responsible for the purchase. Select
from drop-down menu.
- Department Head: Select the department head who is authorized to approve expenses to their department.
- PR Title: Type a description of your purchase in this field. This title will show up in the
form menu to distinguish the forms from one another.
Purchase Type
Select the check box in front of the type of purchase to be approved.
- Procard: See Accounts Payable webpage for details and restrictions for making procard purchases. After PR is completely
signed, the requisitioner will receive an email from the system to access their form
in forms history.
- Purchase Order: Please attach vendor quote and applicable documents in the supporting documents
section of the PR. Once the purchasing officer has completed the purchase order the
applicable end user will be notified and/or copied on the email notification to the
vendor to initiate the order.
- Direct Pay: Direct Pay’s may only be initiated by someone in Administrative Services.
- IT Related Purchases: If this purchase whether it is Procard or Purchase Order, involves IT related items
such as computers, computer accessories, software or any computer related items then
this box must be checked (in addition to checking Procard or Purchase Order) so that
this purchase gets IT Department Head pre-approval before purchase.
Shipping Information
Select the check box in front of the campus where the items are to be shipped.
Item Information
This section of the form is to be completed with information about the items to be
purchased.
- Item #: Indicates the number of the line item. There are 1-10 lines available on this form,
number them from 1-10. You can add another line by clicking the Add an Item check
box.
- Item Description: Enter the description of the item being purchased, model numbers included if applicable.
If you need more than one line for your description, please check the box in front
of “Check this box if you need to enter an Expanded Item Description” before you start
entering any data. Do not have any text in the Item#, Item Description, Qty, Unit
Price or Total before checking the expanded description box. Otherwise, this will
cause errors for this line item.
- Qty: Enter number of items to be ordered for each item description.
- Unit Price: Enter the unit price for each Qty of items to be ordered.
- Total and Grand Total: These are automatically calculated within the form.
- Shipping Charges: Enter shipping charges for complete order.
Accounting Information
This section of the form is to be completed with accounting information to be charged
to department. If you need help in this area please contact KPC Purchasing or someone
in Administrative Services.
- Actng Item#: This indicates the number of the line item and should match the Item# for this related
expense.
- Fund, Org and Account: Enter or select the correct department accounts to be charged for the line item
expense.
- Amount: Amount of the purchase to be charged to the related Fund, Org and Account.
Quote / Supporting Documents
This section has three files that can be attached to this form that serve as backup
for this expense. Attach files as needed.
Requestor Comments
Include any information in this section that is important for the people reviewing
this form to know. This section has a check box below to expand and make this box
larger if needed. Click the box to expand the comments box before you start entering
data.
Requestor Signature
The area highlighted in yellow is for the requestor to click to sign. The date will
automatically generate once signed.
Submit Form
Once the form is completed filled out and signed. Click submit form and it will route
to each individual that needs to sign the form as indicated on the form. Department
Head, IT Svcs (If an IT purchase), Director of Administrative Services and Senior
Accountant. Each of these signers has the ability to return the form to the requestor
if there is an issue or something needs to be corrected on the form.
Contact Info
