All purchasing for the University shall be conducted using only the approved forms and in the manner prescribed as a requirement for uniformity from the state audit division. Instructions on the use of forms may be obtained from Purchasing or the Memfis help desk.
University printing jobs shall be handled in accordance with Policy 7.10 BOR. Oversight of this shall be through University Relations. Printing is defined as either the reproduction of an image by a transfer of ink or a photographic process.
Prepayment is defined as any payment made prior to the receipt, whether in whole or in part, of goods or services ordered. As a general rule, prepayments of any kind are not encouraged, but may be authorized when such prepayment is determined to be in the best interest of the University and the State of Iowa .
Mandatory prepayment is required by a supplier before goods are shipped or services provided, typically at the time of order, and requires authorization by the Purchasing and Payables Manager.
University contracts exist with the Waterloo Courier and the Des Moines Register. The contract rate must be requested when the order is placed. Departments should send an electronic requisition to Purchasing with the ad copy faxed or sent separately, and a purchase order will be issued. If an emergency situation exists due to publication deadlines, Procurement cards can also be used, but remember to request the contract rate when phoning or faxing the ad.
Board policy defines Movable Equipment as any movable property which has a minimum useful life of one year or more and a minimum unit acquisition cost of $2,000, is identifiable, and is not a replacement part, and is of a use, size, and/or shape that permits attachment of a University inventory control number refer to fixed asset procedures and policy for more information.
These payments are referred to simply as "Request for Payment" or "direct pays". Typically the requests to pay are after-the-fact purchases or expenses, or may be in advance of the event in the case of speakers, etc. For purchases, the vendor invoice must be attached to the Request for Payment form to initiate payment; no requisition is needed.
By definition maintenance contracts typically are annual agreements offered for sale by suppliers to cover average repairs and service calls on the equipment they sell. Costs vary according to the type of equipment, and what services are included in the agreement. The university does not have a policy as to whether departments should or should not purchase maintenance contracts on equipment they own. This is strictly a decision to be made by the department based on how expensive the equipment is, and how much it will be used and the age of the equipment to be covered.
Special rates are available for University guests at some local hotels and motels. Current participants are Holiday Inn, University Inn and Country Inn and Suites, all in Cedar Falls; rates may vary depending on length of stay. When making reservations request a direct bill to your department, provide the department name and address, and UNI’s tax exempt number, 07-001818. Payment should be initiated using the Request for Payment form, located under Memfis Forms, and submitted with appropriate receipts and approvals to Business Operations, Accounts Payable (mail code 0008).
Any product bearing an identifying mark which can be interpreted as representing UNI must be licensed. The University asserts ownership over its name or any mark or symbol that is associated with or refers to the University. The licensing program seeks to protect the University's good name, identifying marks, and reputation by ensuring that all products bearing its name or likeness are of the finest quality and reflect positively on the University.
The purchase of any product which carries an identifying UNI mark must have pre-approval from the University licensing administrator.
Preferences - By Iowa law, preference will be given to Iowa vendors and products produced within the State of Iowa, when the items are of a quality reasonably suited to the purposes intended and can be secured without additional cost.
