Policy Title: U.S. Customs

Policy number: 6.1

Effective: February, 1996

Revised: October 2007

 When shipping goods into the U.S., Buyers should instruct the Vendor that the
Consignee on the shipping document (air waybill or ocean bill of lading) is:

University of Arizona
Ordering Department
Address
Telephone
Notify

*****Shipment for Final Destination; Tucson AZ*****

Customs Clearance by
Suarez International
7075 S. Plumer Ave #5
Tucson Az 85706
Tel 520 573-8399
Fax 520 573-8394
Please notify upon arrival

It is important that the Buyer give the instruction of “For final destination, Tucson” so shipments don’t end up terminating at the first U.S. port of lading, such as Los Angeles, New York, etc, depending on the routing of the shipment by the shipper at origin. Although it is not a problem clearing Customs at a port other than Tucson, it does incur additional freight cost from that port of entry to Tucson, especially if the terms between the Buyer and the Vendor states freight paid to Tucson.

Prior to placing an order, Suarez can consult the departments on the charges they may incur on the commodity being imported, specifically Customs duties. It may be beneficial for example, to apply for duty free status for scientific instruments which would result in a substantial savings in duties. Duty rates also depend on the country of origin. Again, if Buyers have options as to where they can purchase, this too can result in a savings of duties. Suarez is always available to consult with the Buyers before they place orders to advise them on Customs duties and Customs regulations.

When exporting goods to other countries from the U.S.:

Suarez can act as a freight forwarder for the U of A and has provided this service to the U of A for many years. There are times when departments use courier services such as Federal Express, UPS, or DHL, and arrange their own shipping, which is feasible for them, depending on their requirements, to get their goods shipped. No matter which method works best, all export shipments require the following:

A commercial or Pro-Forma invoice (this can be done on UA letter head) consisting of the following information:

Shipper:
U of A
Shipping Department
Address

Consignee;
the Foreign end user
address
Telephone # _______________________________________________________________
Quantity Description of commodity Value USD

Policy Title: Disposition of Excess Property

Policy Number: 6.2

Effective: February, 1996

Revised: October 2007

The Surplus Property Office is responsible for the disposal of all surplus or excess property.

All disposal and trade-in actions require a Request for Authorization to Dispose of Property (Form SP101) to be completed by the requesting department. This form is to be sent to the Office of Surplus Property for approval. Only the department head or designee's signature is acceptable on the request form. A copy of Form SP101 is available on the University of Arizona E-Forms site, under “Authorization to Dispose of Property” at the following site: http://uabis.arizona.edu/eforms/#A

All equipment sold to individuals will be by competitive bidding or by Spot Bid sales. Spot Bid sales will be those pieces of equipment for which the market price has been determined, normally because of numerous like items being received. Employees who may influence the declaration of a piece of equipment to be excess or suggest the proposed price of an item may not purchase that particular piece of equipment at a Spot Bid sale.

For further information, review the FRS Manual, in Section 15 – Capital, or call the Surplus Property Office at 621-1754.

The disposal of any federally acquired excess property must be coordinated with Sponsored Projects. The disposal of surplus federal property must still be cleared through the Office of Surplus Property.

For additional information, contact the Surplus Property Office at 621-1754.

Policy Title: Emergency Orders

Policy Number: 6.3

Effective: February, 1996

Revised: October 2007, August 2006

Notwithstanding any other provisions of the ABOR University Procurement Code, a university President or the President's designee may make emergency procurements if there exists a threat to public health, welfare or safety, or if a situation exists which makes compliance with ABOR Policy 3-803B (Bidding and Source Selection Procedures, Competitive Sealed Bidding), ABOR Policy 3-803C (Bidding and Source Selection Procedures, Competitive Sealed Proposals) or ABOR Policy 3-804B (Professional Services, Construction and Construction Services, Procurement of Professional Services and Construction Services) impracticable, unnecessary or contrary to the public interest, except that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file.

Emergency orders must be kept to a minimum. Generally, a situation would have to present itself in which the savings realized by normal procurement practices would be offset by a corresponding or greater loss to the department as a result of the delay. Failure to anticipate a need is not of itself considered a bona fide emergency.

To initiate an emergency requisition, the authorized person must submit an approved requisition to the Purchasing Department. State on the requisition the need to phone the order to the vendor. The cost of the phone call will be charged to the account number on the requisition. Purchasing will take action by telephone and mail a confirming order to the vendor.

PROPER PLANNING WILL ELIMINATE MOST EMERGENCY TRANSACTIONS.

Emergency repairs or overhaul of office machines may be made by calling the vendor directly. Repairs not exceeding $5,000 should be paid with the P-Card. If the vendor won't accept the P-Card, attach the vendor's copy of the repair ticket/invoice to a Check Request form for payment processing. All Purchase Requisitions (dPRs) or Stores Order Forms (SOFs) submitted for repair of equipment must include make, model, serial number, property control tag number, and location of equipment.

In accordance with ABOR University Procurement Code Policy 3-803D.3, an emergency request exceeding and aggregate dollar amount of $50,000 must be approved in writing by the President of the University or designee. Requesting Department must fill out the “Justification for Emergency Purchase” form and submit the form to Purchasing as an attachment to a requisition (dpr).

Policy Title: Catering Orders

Policy Number: 6.4

Effective: February 1, 2000

Procurement and Contracting Services has defined the term catering as a caterer who is responsible for all preparation, delivery, setup, serving, clean up and removal of food at any University event. If you would like to participate as an approved Catering Vendor, please contact Procurement and Contracting Services, the Contracting Office at (520)626-3919 or Purchasing at (520) 621-1747. If you have any other questions regarding the Catering Policy and its requirements, please call the Contracting Office at (520)626-3919.

MASTER AGREEMENTS FOR CATERING SERVICES HAVE BEEN ESTABLISHED WITH THE CATERERS on the FOLLOWING DOCUMENT:

Catering_List.pdf 

    Please see University Policies and Procedures - Policy Title:  Catering Policy

Policy Title: Repealed - Previously “Government Excess and Surplus Property” – now combined with Policy 6.2, October 2007

Policy Number: 6.5

Effective: Repealed October 2007

Policy Title: Ethyl Alcohol

Policy Number: 6.6

This policy is currently being updated.

For additional information, contact Stores at 621-3533.

Policy Title: Narcotics

Policy Number: 6.7

Effective: February, 1996

The U.S. Department of Justice, Drug Enforcement Administration (DEA), establishes the regulations for the purchase and use of controlled substances (i.e.: narcotics, barbiturates, tranquilizers, etc.) for research related purposes. The Principal Investigator is required to have obtained a DEA registration certificate and will be accountable for the security and record keeping for the controlled substance while in his/her possession.

If the purchase is for either a Schedule 1 or a Schedule 2 controlled substance, send as a requisition (dpr) attachment a photocopy of the current DEA registration certificate and a completed DEA Form 222. Both of these supplied documents will be sent, as an attachment to the purchase order, to the specified vendor. If the purchase is for either a Schedule 3, 3N, 4, or 5 controlled substance, send a photocopy of the current DEA registration certificate as an attachment to the requisition. The photocopy will be sent, as an attachment to the purchase order, to the specified vendor.

The vendor receiving our purchase order with these attachments is required by DEA regulations to ship the product ordered to the end user address stated on the registration certificate and/or the DEA Form 222. DEA certificate holders may need to review their current registration to ensure that the address is proper, in order for the delivery service (e.g.: UPS, Federal Express, etc.) selected by the vendor can make a direct delivery to that individual within their respective departments.

Purchase Requisitions for narcotics must contain a statement, signed by the principal investigator, that the items will be used in accordance with established policies governing animal or human subject studies.

Policy Title: Prescription Drugs

Policy Number: 6.8

Effective: February, 1996

Revised: August 2006

Requisitions for prescriptions drugs must contain a statement, signed by the Principal Investigator, stating that items will be used in accordance with established policies governing animal or human subject studies.

Policy Title: Printing Procurement

Policy Number: 6.9

Effective: June , 2007

Revised: October 2007

University letterhead, business cards, note cards, and envelopes have been standardized consistent with The University of Arizona Identification Program established in 1987. In order to insure consistency and compliance with the University Identification Program, all departments must order all business stationery items directly from Printing Services. Exception to the standards contained in the UA Identification Guide http://www.arizona.edu/styleguide/index.php must be approved by the University Identification Director. For exceptions to the Standards please email Leslie Johnston @ lesliej@email.arizona.edu.

Print Supplier Program

The following procedures should be used when printing, publishing and graphic design services are to be purchased from off-campus vendors.

Procurement and Contracting Services has aligned itself with a group of high quality printing companies here in Arizona though our Printing Services department, located at 220 West 6th Street, Room A525. For Contracted Printers refer to:
http://pacs.arizona.edu/printinggraphics/stored/Print_services_Program.pdf

How the program works. When a department or college has a need for printing, the department should contact one or all of the contracted printers to get a quote or they may contact Printing Services for assistance in dealing with the printers if they would like help. Competitive bidding requirements for orders over $5000 is not required if the order is placed with one of the contracted vendors. Departments may select any one of the contracted vendors depending on which vendor best meets individual job requirements. Once the printer has been selected, a copy of the awarded estimate along with an interdepartmental billing form (IBF) should be sent to Printing Services. Printing Services will issue a purchase order to the printer for billing. The printer will invoice Printing Services, who will then pay the printer by means of the University P-card. The department will in turn be billed internally through the University Financial Records System (FRS). The price that is quoted by the printer, plus any alterations and tax is the price that will be charged to your account.

***The University of Arizona logo must appear on the front of every printed publication***

For logo’s suitable for any type of printing, log on to: http://redbar.web.arizona.edu/

Policy Title: Radioactive Material

Policy Number: 6.10

Effective: February, 1996

Requisitions for radioactive material should contain the following notation:

   RADIOACTIVE MATERIAL ORDERED UNDER APPROVAL NO. _____________

These requisitions must be approved by the Radiation Control Office before it may be processed by Purchasing. Requisitions (dpr) must be coded with object code 5240 which will route that requisition directly to Radiation Control for the required approval. Also, requisition description should include the isotope, chemical form and package size.

For further information, contact Radiation Control at 626-6850.

Policy Title: Office Machine Maintenance and Repair

Policy Number: 6.11

Effective: February, 1996

Revised: October 2007

The repair and preventive maintenance of office machines may be obtained as follows:
• Through an annual service agreement.
• Time and material repair.

Policy Title: University of Arizona Purchasing Card

Policy Number: 6.12

Effective: July 2002

Revised: September 2006

All transactions made using the UA Purchasing Cards must benefit and support the University's mission of education, research, and public service.

For additional information contact the Purchasing Card Program Coordinator, Dureen Burg, at 621-3099.

Policy Title: General Stores

Policy Number: 6.13

Effective: February, 1996

Revised: October 2007

Stores is a division of the Procurement and Contracting Services Department responsible for purchasing, warehousing, and distributing commonly used operational supplies at the lowest price possible. Stores is an auxiliary unit working on a break-even principle which requires the recovery of operating expenses only. Over 2,000 line items are carried with an attempt to maintain a 30-day supply of everything. Stores carries the following types of supplies:

• office supplies
• compressed gas
• janitorial supplies
• chemicals
• scientific laboratory hardware and glassware
• biological supply (Freezer Program)

Stores provides the departments at the University price, time and place advantages, and values. By purchasing through Stores, the University community can gather its collective purchasing power and reduce expenses not only at the department level, but for the entire University. The Stores operation is an extension of the University where, through collective purchasing power, they are able to access price discounts not available to individual departments. In the final analysis, over extended periods, the total costs of items purchased at Stores are cost effective.

A Merchandise Order Form (MOF), which can be obtained on E-Forms, must be used when ordering from Stores.  Or you can place your orders from Stores on Arizona BuyWays.  Further information can be obtained by calling 621-7975.

Policy Number: Transaction Privilege Tax

Policy Number: 6.14

Effective: February, 1996

Revised: October 2007

Transaction privilege tax is levied on the sale of goods and services of every person engaged in the business of contracting in Arizona. The tax is calculated as a percentage of the purchase price and collected by the seller.

The University is exempt from paying taxes on items for resale. If items are purchased for resale, this should be stated on the requisition.

Specific areas dealing with patient care and/or treatment are tax exempt.

In accordance with A.R.S. § 42-1409 (B) (14), the purchase of machinery or equipment that will be used for research and development purposes may be exempt from Arizona sales tax (exemption does not apply to the city tax obligation). Departments requesting this special exemption must make a statement of exemption on the requisition (dPR) directly. (see FRS manual for full instructions.) If this exemption request is approved, the Purchase order will provide the selected vendor with a tax exemption certificate.

In accordance with A.R.S. § 42-5159(A)(34) and A.R.S. § 42-5061(A)(35), the purchase of machinery, equipment, technology or related supplies used to enhance the functionality and independence of a disabled individual is exempt from sales and use tax under certain circumstances. The items purchased must only be used "to assist a person who is physically disabled...to be more independent and functional". Departments requesting this special exemption must make a statement of exemption on the requisition (dPR). (see FRS manual for full instructions.)

For further information, contact either the Purchasing Office or the Tax Compliance Section of the Financial Services Office.

Policy Title:  Use Tax

Policy Number: 6.15

Effective: July, 2000

Revised: October 2007, August 2006

Tax is levied on the user of goods. If goods are purchased from a Vendor located outside of Arizona that does not have an Arizona Transaction Privilege Tax ID Number, a use tax is imposed on the purchaser of the goods. The current Use Tax rate is 5.6%.

If Use Tax is applicable, it will be indicated on the Purchase Order.

Use Tax is charged to the FRS account(s) on the Purchase Order, at the time of payment.

Policy Title: Telephones

Policy Number: 6.16

Effective: July, 2000

Revised: October 2007

The purchase of telephone systems from outside Vendors should be approved (prior to purchase) by UITS (formerly CCIT) to ensure the system is compatible with the University’s telephone system.

To purchase cell phones, service and accessories, contact the appropriate Alltel representative. Refer to: http://www.pacs.arizona.edu/purch/StrategicAllianceVendors.htm#_Wireless_Cell_Phone_Services

Cell phones and service from providers other than Alltel must be approved by Procurement & Contracting pursuant to Purchasing Policy 4.14.

Policy Title: Travel and Charter Service

Policy Number: 6.17

Effective: February, 1996

The Department of Risk Management and Safety must approve the charter aircraft vendor for proper insurance coverage before Purchasing will issue a purchase order. A purchase order will be issued for charter aircraft service only when the vendor furnishes the pilot and aircraft. Chartered aircraft travel is allowed providing common carrier is not feasible or in the best interest of the University. The traveler's supervisor, not the traveler, determines if such travel is justified and in the best interest of the University. (AAM-4G.1) Chartered air service may be obtained only by completing a Purchase Requisition, and only from FAA licensed commercial flight operators. (AAM-4 G.2)

Travel Order must be filed when a University employee is piloting the aircraft. Consult the FRS Departmental Manual, Section 14, for information on the Travel Policy.

Policy Title: Purchase of  Office Furniture

Policy Number: 6.18

Effective: January 2002

Revised: April 2008

In the past, Arizona Board of Regents Policy (since repealed) mandated furniture standardization for the three Universities. The Universities have determined that continued furniture standardization allows the Universities the benefits of lowest price, established quality, best delivery and ease of ordering, and therefore established a Tri-University Furniture Contract that features several categories of furniture.  The categories are as follows: 

• Metal File Cabinets
• Classroom Seating
• Storage Cabinets
• Systems Furniture
• Wood Case Goods
• Guest Seating
• Desk Systems
• Conference Room Seating
• Stools
• Ergonomic Seating
• Computer Tables
• Stacking Chairs
• Conference Room/Office Tables

The delivery schedules for office furniture varies from 6-8 weeks depending on the selection and type.  Please plan your furniture needs well in advance of actual need.

Vendor sales representatives are available as required to assist departments with furniture selection.  Design service, if required, will be incorporated as a percentage of cost for the furniture ordered.

Furniture should be selected from the current contracts. Deviations from the current contracts shall be handled in accordance with the procedures outlined in Purchasing Policy 4.14 University-Wide Contracts and Strategic Alliances.

For additional information, contact the Purchasing office at 621-5449 or 621-1747.

Policy Title: Federal Reporting

Policy Number: 6.19

Effective: February, 1996

Revised: October 2007

In order to monitor the efforts made and the success towards achieving the established subcontracting goals, the University is required to complete and submit, on a semi-annual basis, Small Business Subcontract award data. That data is now transmitted through the electronic Subcontracting Reporting System (eSRS). The eSRS eliminates the need for paper submissions that were formerly called “SF 294’s – Individual Subcontracting Reports and SF 295’s – Summary Subcontracting Reports.

For further information, contact the Supplier Diversity Manager, Ernie Webster, at (520) 621-2888.

Policy Title: Purchase of Used Vehicles

Policy Number: 6.20

Effective: October, 2000

Revised: October 2007, September 2006

TABLE OF CONTENTS

PURCHASING