All acquisition of good and services used by Mat-Su College are handled by the Administrative Services Office. As with all areas of the college, the staff is committed to providing prompt and courteous service. All purchases are subject to strict guidelines in accordance with state and federal laws and University regulations as well as close public scrutiny.
Using a centralized system, purchasing authority is delegated to specific individuals. With NO exceptions, all purchasing approvals must be obtained PRIOR to creating a commitment to pay. Purchases made prior to receiving approval are considered unauthorized and may become the financial responsibility of the individual who made the purchase.
Learn more about UAA procurement requirements
Purchasing Policy & Procedures
Purchases under $100
Purchases less than $100 may be made with Petty Cash. Reimbursements for these expenditures require prior department head approval and are subject to review. Employees seeking reimbursement through petty cash need to submit the original receipt to the Accounting Supervisor.
Purchases under $10,000
In order to purchase at this level, designated employees initiate the process by submitting an approved Purchase Requisition (PR) Form and all required backup documentation to the Administrative Services Office. The PR form is an internal document and does constitute purchasing approval. Only upon approval will a Purchase Order (PO) be issued that encumbers the funds for the purchase. See the Purchasing Procedure Manual for examples.
Purchases over $10,000
This level of purchase requires formal competition (quotes, bids, or proposals) and must be coordinated with Administrative Services. All formal requests for quotations, bids and proposals are solicited by Administrative Services.
Credit Card Purchases
University Procurement Cards (ProCards) can be obtained with your supervisor's approval and can be used for appropriate purchases under $2500. All ProCard holders are responsible for following the policies and procedures. See UAA ProCard Forms and Links for more information.
- Short Form Contract
Short Form Contract for Guest Speakers, Performers and other Miscellaneous Services.
- Purchase Requisition (PR) FormPurchase Requisition (PR) form
- Representational/Non-Representational (Rep/Non-Rep) Form and Guidelines
- UA Accounting Manual
- Purchasing Procedures ManualPurchasing Manual with examples.
- Purchase Orders
Purchase orders (POs) are the only way, due to competitive and capitalization requirements, that purchases over $5000 can be made at the University, Purchase orders under $5000 may be issued where a ProCard is not able to be used or other method of purchase is not practical.
Once an approved PR Form has been submitted to Administrative Services and the purchase does not require further competition or other considerations, a purchase order is issued. The purchase order, when accepted by the vendor, becomes a binding contract between the seller and the University.
- Employee Reimbursement
See Employee Reimbursement on the Accounts Payable page.