[{"id":6011,"date":"2026-10-01T11:01:45","date_gmt":"2026-10-01T16:01:45","guid":{"rendered":"https:\/\/ualr.edu\/procurement\/?page_id=6011"},"modified":"2026-10-01T11:01:46","modified_gmt":"2026-10-01T16:01:46","slug":"technology-purchasing","status":"publish","type":"page","link":"https:\/\/ualr.edu\/procurement\/technology-purchasing\/","title":{"rendered":"Technology Purchasing Procedures"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Technology purchases for UA Little Rock must follow specific procedures to ensure the university selects the most appropriate product, secures the best value, and mitigates potential security risks. Purchasing procedures pertain to resources regardless of funding source or location of product use.<\/p>\n\n\n\n<h2 id=\"h-items-requiring-it-services-quotes-amp-approval\" class=\"wp-block-heading\">Items Requiring IT Services Quotes &amp; Approval<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Computing devices:<\/strong> Desktops, laptops, tablets, Apple devices, servers, and sub-computers (e.g., Raspberry Pi).<\/li>\n\n\n\n<li><strong>Memory &amp; processing units:<\/strong> External drives (portable and non-portable), CPUs, and GPUs.<\/li>\n\n\n\n<li><strong>Software, licenses, and subscriptions:<\/strong> Initial purchases of software, SaaS, cloud services, and data subscriptions. Renewals do not require a refreshed approval unless the terms or purchase details change.<\/li>\n\n\n\n<li><strong>Network equipment and services:<\/strong> Any equipment or services tying to the UA Little Rock network, such as Wi-Fi products, printers, and scanners.<\/li>\n\n\n\n<li><strong>Audio-visual equipment and services:<\/strong> Such as digital signage or conferencing system installations.<\/li>\n\n\n\n<li><strong>Mobile and cellular services:<\/strong> New mobile, cellular, or data plans, including cell phones and VoIP.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"h-technology-quote-amp-approval-request-process\" class=\"wp-block-heading\">Technology Quote &amp; Approval Request Process<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before purchasing any of the items listed above, employees must have prior approval from IT Services. Approvals are valid for one year unless otherwise stated.<\/p>\n\n\n\n<h3 id=\"h-steps-to-request-technology-approval-and-or-quote\" class=\"wp-block-heading\">Steps to Request Technology Approval and\/or Quote:<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Review the Guidelines:<\/strong> Review the purchasing process, resources requiring approval, and additional guidance provided here.<\/li>\n\n\n\n<li><strong>Submit Your Request:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Select the <strong>Request Form<\/strong> that best describes your needs.<\/li>\n\n\n\n<li>Answer all questions to the best of your ability.\n<ul class=\"wp-block-list\">\n<li>For efficiency, it\u2019s advisable the request be submitted by the employee most familiar with the product\/service being requested.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Internal Review &amp; Quote:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Your ServiceNow request form will be internally reviewed, and the appropriate technology experts will be added.<\/li>\n\n\n\n<li>Our technical experts may ask clarifying questions and will provide a quote that fulfills your needs, if applicable.<\/li>\n\n\n\n<li>If the initial quote is unacceptable, IT Services will work with your department to find a solution that meets both your needs and university requirements.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Final Step (Requestor Responsibility):<\/strong>\n<ul class=\"wp-block-list\">\n<li>The requestor must upload a PDF of all IT Services approvals into the associated Workday Business Process for the purchase.<\/li>\n\n\n\n<li>Include<em>:<\/em> IT ServiceNow reference numbers, quotes, emails, and other supporting documents.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h2 id=\"h-request-forms\" class=\"wp-block-heading\">Request Forms:<\/h2>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=b519b7791bf535106f81ca6a234bcb9f&amp;referrer=recent_items\"><strong>Software Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. downloads, disk sets, database subscriptions, SaaS (Software as a Service), PaaS (Platform as a Service), and IaaS (Infrastructure as a Service). For Adobe requests, submit an incident ticket.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=f424ef3893a122109569b0cdfaba10f0&amp;referrer=recent_items\">Hardware Quote\/Approval Request<\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. computer, other workstation supplies such as keyboard or monitor, servers, raspberry pi, scanners, scientific equipment. Includes equipment requests with a software component.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=4de5afb893a122109569b0cdfaba10fc&amp;sysparm_category=27b965291b66b910083a2fc0604bcb73\"><strong>Audio-Visual Products &amp; Services Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. audio-visual needs for large lecture halls, conference centers, class rooms, event spaces, and digital signage.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=61e8affc93a122109569b0cdfaba1081&amp;sysparm_category=27b965291b66b910083a2fc0604bcb73\"><strong>Network Services Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. data cable that supports computers, television monitors, printers, security cameras etc.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.atlassian.net\/wiki\/spaces\/TECHSUPPORT\/pages\/6105404089\/Telecommunications+-+Mitel+VoIP+Phone+Information+and+Training+Resources?preview=\/6105404089\/8959557636\/Mobile%20Device%20Order%20Form%20091124%20(fillable).pdf\">Phone Related Request<\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. new mobile, cellular, or data plans, including cell phones and VoIP requests.<\/p>\n\n\n\n<h2 id=\"h-technology-purchasing-and-receiving-guidelines\" class=\"wp-block-heading\">Technology Purchasing and Receiving Guidelines<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once your quote is approved, follow the IT Services instructions provided at the end of the request process. Note for technology purchases:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Requisitions in Workday must use the <strong>IT Related Requisition Types:<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>IT Related Purchase<\/strong> requisition type is for technology goods and services.&nbsp;\n<ul class=\"wp-block-list\">\n<li>Creating a receipt in Workday must occur after a physical product is received, a service is rendered, or electronically delivered software is delivered.&nbsp;<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>IT Related &#8211; Bill Only<\/strong> requisition type is acceptable for invoiced based requests (e.g. year 2 of a 3 year contract).\n<ul class=\"wp-block-list\">\n<li>Workday automatically receives, and there is no RC # provided.\n<ul class=\"wp-block-list\">\n<li>The invoice received by the department should be submitted to the <a href=\"https:\/\/ualr.edu\/financialservices\/apdocuments\/\">Accounts Payable documents portal<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>The department is responsible for:\n<ul class=\"wp-block-list\">\n<li>Following IT Services purchase instructions<\/li>\n\n\n\n<li>Ensuring any new equipment is tagged<\/li>\n\n\n\n<li>Listing the IT Services approval reference number along with the reason for purchase within the internal memo<\/li>\n\n\n\n<li>When purchasing a software product that needs to be electronically delivered, the delivery address should be listed on the requisition as: <strong>***License electronic delivery to: itservices-help@ualr.edu<\/strong>.&nbsp;IT Services will inform the requesting department when the delivery is complete.<\/li>\n\n\n\n<li>Understanding appropriate IT spend category selection\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/IT Related Purchase Requisition Type\"><strong>I<\/strong><\/a><a href=\"https:\/\/ualr.edu\/procurement\/suggested-it-spend-categories\/\"><strong>T Spend Category Guidance<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Understanding when to select an IT requisition type\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/ualr.edu\/procurement\/it-related-requisition-type-goods-services\/\"><strong>IT Related Purchase Requisition Type Guidance<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The following methods are used for IT-related purchases, and purchasing instructions will be defined at the conclusion of the request:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Requisitions to Purchase Order Process:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Punchout:<\/strong> Connect to the Supplier Website for select contract suppliers (such as Dell and CDW) and pull the quote number received from IT Services through the system for expedited processing.<\/li>\n\n\n\n<li><strong>Purchase Order (Non-Catalog):<\/strong> For all other technology purchases not available through a punchout.\n<ul class=\"wp-block-list\">\n<li>Reach out to your IT Procurement Specialist with any questions or issues with an order.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>P-Card:<\/strong> Attach the itemized receipt and IT approval to your credit card verification. If an exception was provided the department is responsible for selecting the appropriate equipment spend category for any equipment purchase for asset tracking purposes.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reach out to your P-Card Administrator with any issues with your charge.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Reimbursement:<\/strong> This is not a preferred method but is allowable as an exception with prior approval for special circumstances. Submit an expense report with a copy of the receipt and approval in Workday.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reach out to your <a href=\"https:\/\/ualr.edu\/procurement\/about\/\">Expense Team<\/a> with any questions or issues with your expense report.<\/li>\n<\/ul>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-28-content\" id=\"accordion-28\">Products Currently Available<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-28-content\" role=\"region\" aria-labelledby=\"accordion-28\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/itservices\/\">IT Services<\/a> offers some technology products that can be provided to a department via internal service delivery. These opportunities will be brought to the attention of the department during the quote\/approval process, or departments can inquire about availability anytime by contacting the <a href=\"https:\/\/ualr.edu\/itservices\/help\/\">assistance center<\/a>.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-612-content\" id=\"accordion-612\">Voluntary Product Accessibility Template (VPAT)<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-612-content\" role=\"region\" aria-labelledby=\"accordion-612\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Arkansas law requires that all technology purchases, regardless of cost, are accessible to individuals with visual impairments.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Voluntary Product Accessibility Template (VPAT):<\/strong> Regardless of dollar amount, if the purchase has a technology component, the selected vendor is required by Arkansas law to complete a Voluntary Products Accessibility Template (VPAT) prior to the purchase. This form certifies that the purchased technology is accessible to visually impaired or blind individuals. Procurement Services and IT Services will ensure that the VPAT form is in place prior to purchase, which is one of the reasons for the pre-approval process outlined above.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The law ensures &#8220;equivalent access,&#8221; which means providing a substantially similar ability to use the technology for both visual and non-visual users. If equivalent access is not reasonably available, the university must provide a reasonable accommodation as defined by federal law.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-61-content\" id=\"accordion-61\">Technology Access Clause<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-61-content\" role=\"region\" aria-labelledby=\"accordion-61\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Arkansas law also requires that all solicitations (quote bids) have the following language included as part of the bid package. If the department is soliciting bids without the assistance of Procurement Services or IT Services, <strong>this language must be included or the bid will be null and void<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>When procuring a technology product or when soliciting the development of such a product, the State of Arkansas is required to comply with the provisions of Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, which expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds. The Vendor expressly acknowledges and agrees that state funds may not be expended in connection with the purchase of information technology unless that technology meets the statutory requirements found in 36 C.F.R. \u00a71194.21, as it existed on January 1, 2013 (software applications and operating ICSs) and 36 C.F.R. \u00a7 1194.22, as it existed on January 1, 2013 (web-based intranet and internet information and applications), in accordance with the State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.<\/li>\n\n\n\n<li>ACCORDINGLY, THE VENDOR EXPRESSLY REPRESENTS AND WARRANTS to the State of Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template (VPAT) for 36 C.F.R. \u00a7 1194.21, as it existed on January 1, 2013 (software applications and operating ICSs) and 36 C.F.R. \u00a7 1194.22, that the technology provided to the State for purchase is capable, either by virtue of features included within the technology, or because it is readily adaptable by use with other technology, of:\n<ol class=\"wp-block-list\">\n<li>Providing, to the extent required by Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, equivalent access for effective use by both visual and non-visual means;<\/li>\n\n\n\n<li>Presenting information, including prompts used for interactive communications, in formats intended for non-visual use;<\/li>\n\n\n\n<li>After being made accessible, integrating into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired;<\/li>\n\n\n\n<li>Providing effective, interactive control and use of the technology, including without limitation the operating system, software applications, and format of the data presented is readily achievable by nonvisual means;<\/li>\n\n\n\n<li>Being compatible with information technology used by other individuals with whom the blind or visually impaired individuals interact;<\/li>\n\n\n\n<li>Integrating into networks used to share communications among employees, program participants, and the public; and<\/li>\n\n\n\n<li>Providing the capability of equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>State agencies cannot claim a product as a whole is not reasonably available because no product in the marketplace meets all the standards. Agencies must evaluate products to determine which product best meets the standards. If an agency purchases a product that does not best meet the standards, the agency must provide written documentation supporting the selection of a different product, including any required reasonable accommodations.<\/li>\n\n\n\n<li>For purposes of this section, the phrase \u201cequivalent access\u201d means a substantially similar ability to communicate with, or make use of, the technology, either directly, by features incorporated within the technology, or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state and federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands or other means of navigating graphical displays, and customizable display appearance. As provided in Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, if equivalent access is not reasonably available, then individuals who are blind or visually impaired shall be provided a reasonable accommodation as defined in 42 U.S.C. \u00a712111(9), as it existed on January 1, 2013.<\/li>\n\n\n\n<li>If the information manipulated or presented by the product is inherently visual in nature, so that its meaning cannot be conveyed non-visually, these specifications do not prohibit the purchase or use of an information technology product that does not meet these standards.<\/li>\n<\/ol>\n\n<\/div>\n\t<\/div>\n\n\n\n\n<p class=\"wp-block-paragraph\">Updated 10\/2026<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Technology purchases for UA Little Rock must follow specific procedures to ensure the university selects the most appropriate product, secures the best value, and mitigates potential security risks. Purchasing procedures pertain to resources regardless of funding source or location of product use. Items Requiring IT Services Quotes &amp; Approval Technology Quote &amp; Approval Request Process <a href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Technology Purchasing Procedures<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-6011","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Technology Purchasing Procedures - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Technology Purchasing Procedures\" \/>\n<meta property=\"og:description\" content=\"Technology purchases for UA Little Rock must follow specific procedures to ensure the university selects the most appropriate product, secures the best value, and mitigates potential security risks. 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Purchasing procedures pertain to resources regardless of funding source or location of product use. Items Requiring IT Services Quotes &amp; Approval Technology Quote &amp; Approval Request Process ... 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Purchasing procedures pertain to resources regardless of funding source or location of product use.<\/p>\n\n\n\n<h2 id=\"h-items-requiring-it-services-quotes-amp-approval\" class=\"wp-block-heading\">Items Requiring IT Services Quotes &amp; Approval<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Computing devices:<\/strong> Desktops, laptops, tablets, Apple devices, servers, and sub-computers (e.g., Raspberry Pi).<\/li>\n\n\n\n<li><strong>Memory &amp; processing units:<\/strong> External drives (portable and non-portable), CPUs, and GPUs.<\/li>\n\n\n\n<li><strong>Software, licenses, and subscriptions:<\/strong> Initial purchases of software, SaaS, cloud services, and data subscriptions. Renewals do not require a refreshed approval unless the terms or purchase details change.<\/li>\n\n\n\n<li><strong>Network equipment and services:<\/strong> Any equipment or services tying to the UA Little Rock network, such as Wi-Fi products, printers, and scanners.<\/li>\n\n\n\n<li><strong>Audio-visual equipment and services:<\/strong> Such as digital signage or conferencing system installations.<\/li>\n\n\n\n<li><strong>Mobile and cellular services:<\/strong> New mobile, cellular, or data plans, including cell phones and VoIP.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"h-technology-quote-amp-approval-request-process\" class=\"wp-block-heading\">Technology Quote &amp; Approval Request Process<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before purchasing any of the items listed above, employees must have prior approval from IT Services. Approvals are valid for one year unless otherwise stated.<\/p>\n\n\n\n<h3 id=\"h-steps-to-request-technology-approval-and-or-quote\" class=\"wp-block-heading\">Steps to Request Technology Approval and\/or Quote:<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Review the Guidelines:<\/strong> Review the purchasing process, resources requiring approval, and additional guidance provided here.<\/li>\n\n\n\n<li><strong>Submit Your Request:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Select the <strong>Request Form<\/strong> that best describes your needs.<\/li>\n\n\n\n<li>Answer all questions to the best of your ability.\n<ul class=\"wp-block-list\">\n<li>For efficiency, it\u2019s advisable the request be submitted by the employee most familiar with the product\/service being requested.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Internal Review &amp; Quote:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Your ServiceNow request form will be internally reviewed, and the appropriate technology experts will be added.<\/li>\n\n\n\n<li>Our technical experts may ask clarifying questions and will provide a quote that fulfills your needs, if applicable.<\/li>\n\n\n\n<li>If the initial quote is unacceptable, IT Services will work with your department to find a solution that meets both your needs and university requirements.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Final Step (Requestor Responsibility):<\/strong>\n<ul class=\"wp-block-list\">\n<li>The requestor must upload a PDF of all IT Services approvals into the associated Workday Business Process for the purchase.<\/li>\n\n\n\n<li>Include<em>:<\/em> IT ServiceNow reference numbers, quotes, emails, and other supporting documents.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h2 id=\"h-request-forms\" class=\"wp-block-heading\">Request Forms:<\/h2>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=b519b7791bf535106f81ca6a234bcb9f&amp;referrer=recent_items\"><strong>Software Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. downloads, disk sets, database subscriptions, SaaS (Software as a Service), PaaS (Platform as a Service), and IaaS (Infrastructure as a Service). For Adobe requests, submit an incident ticket.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=f424ef3893a122109569b0cdfaba10f0&amp;referrer=recent_items\">Hardware Quote\/Approval Request<\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. computer, other workstation supplies such as keyboard or monitor, servers, raspberry pi, scanners, scientific equipment. Includes equipment requests with a software component.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=4de5afb893a122109569b0cdfaba10fc&amp;sysparm_category=27b965291b66b910083a2fc0604bcb73\"><strong>Audio-Visual Products &amp; Services Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. audio-visual needs for large lecture halls, conference centers, class rooms, event spaces, and digital signage.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.service-now.com\/sp?id=sc_cat_item&amp;sys_id=61e8affc93a122109569b0cdfaba1081&amp;sysparm_category=27b965291b66b910083a2fc0604bcb73\"><strong>Network Services Quote\/Approval Request<\/strong><\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. data cable that supports computers, television monitors, printers, security cameras etc.<\/p>\n\n\n<a class=\"lr-button maroon-solid\" href=\"https:\/\/ualr.atlassian.net\/wiki\/spaces\/TECHSUPPORT\/pages\/6105404089\/Telecommunications+-+Mitel+VoIP+Phone+Information+and+Training+Resources?preview=\/6105404089\/8959557636\/Mobile%20Device%20Order%20Form%20091124%20(fillable).pdf\">Phone Related Request<\/a>\n\n\n<p class=\"wp-block-paragraph\">e.g. new mobile, cellular, or data plans, including cell phones and VoIP requests.<\/p>\n\n\n\n<h2 id=\"h-technology-purchasing-and-receiving-guidelines\" class=\"wp-block-heading\">Technology Purchasing and Receiving Guidelines<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once your quote is approved, follow the IT Services instructions provided at the end of the request process. Note for technology purchases:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Requisitions in Workday must use the <strong>IT Related Requisition Types:<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>IT Related Purchase<\/strong> requisition type is for technology goods and services.&nbsp;\n<ul class=\"wp-block-list\">\n<li>Creating a receipt in Workday must occur after a physical product is received, a service is rendered, or electronically delivered software is delivered.&nbsp;<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>IT Related &#8211; Bill Only<\/strong> requisition type is acceptable for invoiced based requests (e.g. year 2 of a 3 year contract).\n<ul class=\"wp-block-list\">\n<li>Workday automatically receives, and there is no RC # provided.\n<ul class=\"wp-block-list\">\n<li>The invoice received by the department should be submitted to the <a href=\"https:\/\/ualr.edu\/financialservices\/apdocuments\/\">Accounts Payable documents portal<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>The department is responsible for:\n<ul class=\"wp-block-list\">\n<li>Following IT Services purchase instructions<\/li>\n\n\n\n<li>Ensuring any new equipment is tagged<\/li>\n\n\n\n<li>Listing the IT Services approval reference number along with the reason for purchase within the internal memo<\/li>\n\n\n\n<li>When purchasing a software product that needs to be electronically delivered, the delivery address should be listed on the requisition as: <strong>***License electronic delivery to: itservices-help@ualr.edu<\/strong>.&nbsp;IT Services will inform the requesting department when the delivery is complete.<\/li>\n\n\n\n<li>Understanding appropriate IT spend category selection\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/IT Related Purchase Requisition Type\"><strong>I<\/strong><\/a><a href=\"https:\/\/ualr.edu\/procurement\/suggested-it-spend-categories\/\"><strong>T Spend Category Guidance<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Understanding when to select an IT requisition type\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/ualr.edu\/procurement\/it-related-requisition-type-goods-services\/\"><strong>IT Related Purchase Requisition Type Guidance<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The following methods are used for IT-related purchases, and purchasing instructions will be defined at the conclusion of the request:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Requisitions to Purchase Order Process:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Punchout:<\/strong> Connect to the Supplier Website for select contract suppliers (such as Dell and CDW) and pull the quote number received from IT Services through the system for expedited processing.<\/li>\n\n\n\n<li><strong>Purchase Order (Non-Catalog):<\/strong> For all other technology purchases not available through a punchout.\n<ul class=\"wp-block-list\">\n<li>Reach out to your IT Procurement Specialist with any questions or issues with an order.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>P-Card:<\/strong> Attach the itemized receipt and IT approval to your credit card verification. If an exception was provided the department is responsible for selecting the appropriate equipment spend category for any equipment purchase for asset tracking purposes.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reach out to your P-Card Administrator with any issues with your charge.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Reimbursement:<\/strong> This is not a preferred method but is allowable as an exception with prior approval for special circumstances. Submit an expense report with a copy of the receipt and approval in Workday.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reach out to your <a href=\"https:\/\/ualr.edu\/procurement\/about\/\">Expense Team<\/a> with any questions or issues with your expense report.<\/li>\n<\/ul>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-272-content\" id=\"accordion-272\">Products Currently Available<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-272-content\" role=\"region\" aria-labelledby=\"accordion-272\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/itservices\/\">IT Services<\/a> offers some technology products that can be provided to a department via internal service delivery. These opportunities will be brought to the attention of the department during the quote\/approval process, or departments can inquire about availability anytime by contacting the <a href=\"https:\/\/ualr.edu\/itservices\/help\/\">assistance center<\/a>.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-345-content\" id=\"accordion-345\">Voluntary Product Accessibility Template (VPAT)<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-345-content\" role=\"region\" aria-labelledby=\"accordion-345\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Arkansas law requires that all technology purchases, regardless of cost, are accessible to individuals with visual impairments.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Voluntary Product Accessibility Template (VPAT):<\/strong> Regardless of dollar amount, if the purchase has a technology component, the selected vendor is required by Arkansas law to complete a Voluntary Products Accessibility Template (VPAT) prior to the purchase. This form certifies that the purchased technology is accessible to visually impaired or blind individuals. Procurement Services and IT Services will ensure that the VPAT form is in place prior to purchase, which is one of the reasons for the pre-approval process outlined above.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The law ensures &#8220;equivalent access,&#8221; which means providing a substantially similar ability to use the technology for both visual and non-visual users. If equivalent access is not reasonably available, the university must provide a reasonable accommodation as defined by federal law.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-606-content\" id=\"accordion-606\">Technology Access Clause<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-606-content\" role=\"region\" aria-labelledby=\"accordion-606\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Arkansas law also requires that all solicitations (quote bids) have the following language included as part of the bid package. If the department is soliciting bids without the assistance of Procurement Services or IT Services, <strong>this language must be included or the bid will be null and void<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>When procuring a technology product or when soliciting the development of such a product, the State of Arkansas is required to comply with the provisions of Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, which expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds. The Vendor expressly acknowledges and agrees that state funds may not be expended in connection with the purchase of information technology unless that technology meets the statutory requirements found in 36 C.F.R. \u00a71194.21, as it existed on January 1, 2013 (software applications and operating ICSs) and 36 C.F.R. \u00a7 1194.22, as it existed on January 1, 2013 (web-based intranet and internet information and applications), in accordance with the State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.<\/li>\n\n\n\n<li>ACCORDINGLY, THE VENDOR EXPRESSLY REPRESENTS AND WARRANTS to the State of Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template (VPAT) for 36 C.F.R. \u00a7 1194.21, as it existed on January 1, 2013 (software applications and operating ICSs) and 36 C.F.R. \u00a7 1194.22, that the technology provided to the State for purchase is capable, either by virtue of features included within the technology, or because it is readily adaptable by use with other technology, of:\n<ol class=\"wp-block-list\">\n<li>Providing, to the extent required by Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, equivalent access for effective use by both visual and non-visual means;<\/li>\n\n\n\n<li>Presenting information, including prompts used for interactive communications, in formats intended for non-visual use;<\/li>\n\n\n\n<li>After being made accessible, integrating into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired;<\/li>\n\n\n\n<li>Providing effective, interactive control and use of the technology, including without limitation the operating system, software applications, and format of the data presented is readily achievable by nonvisual means;<\/li>\n\n\n\n<li>Being compatible with information technology used by other individuals with whom the blind or visually impaired individuals interact;<\/li>\n\n\n\n<li>Integrating into networks used to share communications among employees, program participants, and the public; and<\/li>\n\n\n\n<li>Providing the capability of equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>State agencies cannot claim a product as a whole is not reasonably available because no product in the marketplace meets all the standards. Agencies must evaluate products to determine which product best meets the standards. If an agency purchases a product that does not best meet the standards, the agency must provide written documentation supporting the selection of a different product, including any required reasonable accommodations.<\/li>\n\n\n\n<li>For purposes of this section, the phrase \u201cequivalent access\u201d means a substantially similar ability to communicate with, or make use of, the technology, either directly, by features incorporated within the technology, or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state and federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands or other means of navigating graphical displays, and customizable display appearance. As provided in Arkansas Code Annotated \u00a725-26-201 et seq., as amended by Act 308 of 2013, if equivalent access is not reasonably available, then individuals who are blind or visually impaired shall be provided a reasonable accommodation as defined in 42 U.S.C. \u00a712111(9), as it existed on January 1, 2013.<\/li>\n\n\n\n<li>If the information manipulated or presented by the product is inherently visual in nature, so that its meaning cannot be conveyed non-visually, these specifications do not prohibit the purchase or use of an information technology product that does not meet these standards.<\/li>\n<\/ol>\n\n<\/div>\n\t<\/div>\n\n\n\n\n<p class=\"wp-block-paragraph\">Updated 10\/2026<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Technology purchases for UA Little Rock must follow specific procedures to ensure the university selects the most appropriate product, secures the best value, and mitigates potential security risks. Purchasing procedures pertain to resources regardless of funding source or location of product use. Items Requiring IT Services Quotes &amp; Approval Technology Quote &amp; Approval Request Process <a href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing-procedures\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Technology Purchasing Procedures<\/span><\/a><\/p>\n","protected":false},"author":173,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-5722","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Technology Purchasing Procedures - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing-procedures\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Technology Purchasing Procedures\" \/>\n<meta property=\"og:description\" content=\"Technology purchases for UA Little Rock must follow specific procedures to ensure the university selects the most appropriate product, secures the best value, and mitigates potential security risks. Purchasing procedures pertain to resources regardless of funding source or location of product use. Items Requiring IT Services Quotes &amp; Approval Technology Quote &amp; Approval Request Process ... 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The following items have been compiled to provide helpful information pertaining to the fiscal year, what should be done, and expected deadlines.<\/p>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-195-content\" id=\"accordion-195\">Fiscal Year, Year End, and Roll Forward<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-195-content\" role=\"region\" aria-labelledby=\"accordion-195\" class=\"accordion-panel\" hidden=\"\">\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-the-fiscal-year-fy\">What is the Fiscal Year (FY)?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A fiscal year is a set one year accounting period used for financial reporting and budgeting. The UA Little Rock fiscal year is from July 1 through June 30 each year.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-happens-during-the-fiscal-year-end\">What happens during the fiscal year end?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The fiscal year end processes and deadlines are in place to appropriately allocate funds to the appropriate financial period (e.g., current year spend should be reflected in the year it is completed). During the fiscal year end, Financial Services and Procurement Services will communicate deadlines, finalize spend, and work with the campus to smoothly transition to the next fiscal year.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-roll-forward\">What is a Roll Forward?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">During the first few weeks of July, UA Little Rock processes concurrent fiscal years to allow final payments of invoices and accounting adjustments that may be needed. Once finances have been finalized procurement will complete a roll forward liquidating, or reduces, open spend from the previous fiscal year and recommitted using the new fiscal year\u2019s budget. Spend Authorizations do not roll forward and will be closed before the roll forward is completed.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-183-content\" id=\"accordion-183\">Workday Ledgers<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-183-content\" role=\"region\" aria-labelledby=\"accordion-183\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">UA Little Rock uses three book codes, or ledgers, to recognize spend as it is created throughout the fiscal year: commitments, obligations, and actual expenditures. These tell us where in the general ledger the spend is currently \u201cliving\u201d. However, each type of spend transaction impacts the ledger in different ways.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The following is a breakdown of each spend type and how it will affect the ledgers.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Purchasing:<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>An approved requisition creates a commitment to the department\u2019s budgeted funds.<\/li>\n\n\n\n<li>Once the requisition is sourced into a purchase order the requisition is liquidated and those funds are then turned into an obligation. Canceling or closing a requisition will also liquidate the commitment releasing the balance back the budget.\n<ul class=\"wp-block-list\">\n<li>If a PO is canceled the obligation will reopen the requisition and revert back to a commitment.<\/li>\n\n\n\n<li>A change order to a PO will either increase or decrease the obligated funds for the line item that is changed.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>A supplier invoice created from a PO will liquidate the obligated amount from the associated PO lines and those funds are then recognized as actual expenditures, or accounting activity. A canceled or closed PO will liquidate the obligation and release any remaining obligated funds back to the budget.\n<ul class=\"wp-block-list\">\n<li>Supplier invoice adjustments will either increase or decrease the actual expenditure.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Supplier Invoices that are not paid from a PO do not obligate or commit but once approved will be recognized as actual expenditures.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Credit Cards:<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Credit card verifications will create an actual expenditure once it has been fully approved. A verification in draft, in progress, or unverified transactions will not be reflected in the budget.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Travel:<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>An approved spend authorization creates a commitment to department funds.<\/li>\n\n\n\n<li>When an expense report is created against the spend authorization the commitment liquidates and becomes an actual expenditure. Closing or canceling a spend authorization will liquidate the commitment back to the budget.<\/li>\n\n\n\n<li>An approved expense report submitted without a spend authorization will only be reflected as actual expenditures. The funds will not be reflected in the budget until it has been fully approved.\n<ul class=\"wp-block-list\">\n<li>An accounting adjustment to an expense report will either increase or decrease actual expenditure.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Available Remaining Balance:<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To find a department\u2019s remaining funds balance follow this equation:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Budget &#8211; Commitments &#8211; Obligations &#8211; Actuals = Remaining Available Fund<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-888-content\" id=\"accordion-888\">Actively Monitoring Spend Throughout the Fiscal Year<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-888-content\" role=\"region\" aria-labelledby=\"accordion-888\" class=\"accordion-panel\" hidden=\"\">\n\n<h2 class=\"wp-block-heading\">Who should be reviewing spend?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Departments, cardholders, and travelers should actively monitor spend throughout the fiscal year.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why should spend be reviewed all year?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">This will aid in early fraud detection, identify transactions or processes that have not been completed, and provide up-to-date information pertaining to spend. It will also lower the risk of having to allocate next year\u2019s funds for this year\u2019s spend.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How do you monitor spend?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Workday has dashboards, hubs, and reports that help keep you informed and up to date on spend.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Check out our <a href=\"https:\/\/ualr.edu\/procurement\/workday-resource-page\/\">Workday Resources Page<\/a> for helpful tips, including a list of spend reports that can help keep you informed.<\/li>\n\n\n\n<li>Set up and monitor the following dashboards and worklets in Workday:\n<ul class=\"wp-block-list\">\n<li>Buyer Hub<\/li>\n\n\n\n<li>Processes Awaiting Me<\/li>\n\n\n\n<li>Authorized Travel<\/li>\n\n\n\n<li>Expenses<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Schedule reports to run automatically in the future.<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-390-content\" id=\"accordion-390\">How to Prepare for the Fiscal Year End and Roll Forward<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-390-content\" role=\"region\" aria-labelledby=\"accordion-390\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Departments can prepare for the fiscal year end and roll forward by completing the following steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Plan ahead, Procurement Services and General Finance have heavier workloads at the end and beginning of each fiscal year. Monitor spend and needs throughout the year and not just in June.<\/li>\n\n\n\n<li>Run weekly reports to identify business processes that are in a status of \u201cDraft\u201d or \u201cIn Progress.&#8221;<\/li>\n\n\n\n<li>Communicate any issues, complications, or expected delays with Procurement Services or Finance Services in a timely manner.<\/li>\n\n\n\n<li>Resolve, close, or process all requisitions, purchase orders, receipts, credit card verification, expense reports, and submit invoices well in advance of communicated deadlines.<\/li>\n\n\n\n<li>Reserve the month of June for urgent or emergency spend so that central finance has plenty of time to process and review before June 30th.<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-688-content\" id=\"accordion-688\">Timeline<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-688-content\" role=\"region\" aria-labelledby=\"accordion-688\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><strong>Important Considerations:<\/strong> Please note that this does not guarantee spend will be processed using this year\u2019s funds, as it is dependent on transactions being fully approved, received, invoiced, and paid by June 30th.&nbsp; Travel and credit card verifications must be submitted and fully approved in Workday by June 30th.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Please use the following timeline for fiscal year-end spending deadlines:<\/h2>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><th>Date<\/th><th>Description<\/th><th>Comments<\/th><\/tr><tr><td>May 15<\/td><td>Department Year End Review<\/td><td>Departments should be actively reviewing all open current year spend (travel, credit card, requisitions, purchase orders, and receivers) in preparation for year-end activities. This includes resolving in-progress or drafted documents, issuing receivers, and following up on open purchase orders with suppliers. A useful spend report list is here: https:\/\/ualr.edu\/procurement\/workday-resource-page\/ under the Spend Reports tab.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Requisitions and Purchase Orders<\/h2>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table class=\"has-fixed-layout\"><tbody><tr><th>Date<\/th><th>Description<\/th><th>Comments<\/th><\/tr><tr><td>May 1<\/td><td>Last day to enter&nbsp; IT-related purchase requisitions<\/td><td>Departments wanting to use the current year funds should submit their technology product requisitions by May 1st.<\/td><\/tr><tr><td>May 31<\/td><td>Last day to enter purchase requisitions, Sole Source Requests, and Quote Bids.<\/td><td>Only items that have been fully received, invoiced, and paid by June 30th will be taken from the next fiscal year\u2019s budget. Items submitted after this point may not be processed until the next fiscal year.<\/td><\/tr><tr><td>May 31<\/td><td>Last day to receive goods &amp; submit invoices<\/td><td>Departments should actively monitor spend for match exceptions and submit invoices through the Accounts Payable Document Submission Portal. NOTE: Receipts should only be completed for goods or services that have been delivered\/ completed and accepted.<\/td><\/tr><tr><td>June 9<\/td><td>Change orders<\/td><td>Only items that have been fully received, invoiced, and paid by June 30th will be taken from this year\u2019s budget. Goods\/services received after June 30th will be taken out of the next year\u2019s budget.<\/td><\/tr><tr><td>June 1- July 15<\/td><td>Formal Bid Cutoff<\/td><td>New requests for a formal solicitation will not be processed until mid July.<\/td><\/tr><tr><td>June 30<\/td><td>Finalize all spend items in Workday<\/td><td>Any spend items that are still in a status of \u201cdraft\u201d or \u201cin progress\u201d by the end of business day will be canceled and must be re-entered using July 1st request date. Departments should also close PO\u2019s that are fully paid or no longer needed.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">P-Card<\/h2>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table class=\"has-fixed-layout\"><tbody><tr><td>June 1<\/td><td>Credit Card Request and Training<\/td><td>Last day to submit a request for a new credit card. Credit card requests submitted after June 1st will not be processed until July 1st. All credit card and travel trainings will be held June 1 thru July 15.<\/td><\/tr><tr><td>June 30<\/td><td>Verifications<\/td><td>All transactions prior to June 16th must be verified AND fully approved by June 30th.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Travel &amp; Reimbursements<\/h2>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table class=\"has-fixed-layout\"><tbody><tr><th>Date<\/th><th>Description<\/th><th>Comments<\/th><\/tr><tr><td>May 31<\/td><td>Expense Reports<\/td><td>All FY25 reimbursable personal or travel expenses must have an Expense Report submitted in Workday prior to May 31. Expense reports for reimbursable personal expenses or travel occurring May 31- June 30 and submitted for reimbursement on or after July 1 may be posted in FY26. Reimbursements are only permitted within 30 days of the expense. Anything submitted after that date will require a vice chancellor justification as to why it was not processed in a timely manner.<\/td><\/tr><tr><td>May 31<\/td><td>Spend Authorizations and Cash Advance Requests<\/td><td>Last day to submit a spend authorization for travel occurring during FY25. Please note that spend authorizations are closed 30 days after the return from travel date. Any and all expense reports must be submitted within that time frame. FY26 Spend Authorizations should be entered after July 1.<\/td><\/tr><tr><td>June 30<\/td><td>June Expenses<\/td><td>All transactions prior to June 16th must be expensed AND fully approved by June 30th.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<\/div>\n\t<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>The UA Little Rock Finance Services and Procurement Services work together to help our campus navigate spend throughout the fiscal year. The following items have been compiled to provide helpful information pertaining to the fiscal year, what should be done, and expected deadlines.<\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4781","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Fiscal Year Spending Guidelines and Information - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/fiscal-year-spending-guidelines-and-information\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Fiscal Year Spending Guidelines and Information\" \/>\n<meta property=\"og:description\" content=\"The UA Little Rock Finance Services and Procurement Services work together to help our campus navigate spend throughout the fiscal year. 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The notifications are intended to support the submission and approval of transactions as well as bring visibility to any outstanding transactions that could impact departmental budget vs actuals.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These alert notifications are specific to spend transactions and include the following business processes: Expense Reports, Internal Service Deliveries, Procurement Card Verifications, Purchase Order Events, Receipts, Requisition Events, Spend Authorizations, Supplier Account Match Events, and Supplier Invoice Requests.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-notification-frequency-and-delivery\">Notification Frequency and Delivery<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The Workday spend management notifications are scheduled to run on a recurring weekly basis. Employees will receive the alert via email and can also locate the notification in Workday under their notifications.[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-draft-status-action-required\">Draft Status Action Required<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An alert has been configured to send a notification to the employee who initiated the business process in Workday. A list of the items will be included in the notification with instructions for the employee to either complete and submit the item or cancel it.&nbsp;[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-in-progress-status-awaiting-action\">In Progress Status Awaiting Action<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Spend processes that are in progress and have been awaiting action for greater than 8 days will trigger an alert that will go to the individual where the process is currently waiting.&nbsp;[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-outstanding-transactions-task\">Outstanding Transactions Task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If a cardholder has unreconciled credit card transactions they will receive a task located in their Workday inbox. The task will instruct the cardholder that they need to reconcile any outstanding transactions.[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-sent-back-action-required\">Sent Back Action Required<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An alert will be sent to individuals that have had spend business processes sent back at any point within the review and approval process. The alert will include a list of the items needing to be corrected and resubmitted.[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-my-department-s-credit-card-transactions-not-expensed-by-cardholder\">My Department\u2019s Credit Card Transactions Not Expensed by Cardholder<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Managers will receive a weekly alert notifying them of cardholders with outstanding credit card transactions. A report has also been added to the \u201cMy Department\u2019s Finance\u201d dashboard to allow departments to view this information at any time.[\/content-block]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-missing-receipt-supplier-match-exception-task\">Missing Receipt Supplier Match Exception Task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If a supplier account match exception is due to a missing receipt, the Requisition Requester will get an inbox item that will allow them to create the receipt directly from the inbox.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Workday notifications have been created to alert employees of outstanding spend transactions. The notifications are intended to support the submission and approval of transactions as well as bring visibility to any outstanding transactions that could impact departmental budget vs actuals. These alert notifications are specific to spend transactions and include the following business processes: Expense <a href=\"https:\/\/ualr.edu\/procurement\/workday-spend-management-notifications\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Workday Spend Management Notifications<\/span><\/a><\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4644","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Workday Spend Management Notifications - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/workday-spend-management-notifications\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Workday Spend Management Notifications\" \/>\n<meta property=\"og:description\" content=\"Workday notifications have been created to alert employees of outstanding spend transactions. The notifications are intended to support the submission and approval of transactions as well as bring visibility to any outstanding transactions that could impact departmental budget vs actuals. These alert notifications are specific to spend transactions and include the following business processes: Expense ... Workday Spend Management Notifications\" \/>\n<meta property=\"og:url\" content=\"https:\/\/ualr.edu\/procurement\/workday-spend-management-notifications\/\" \/>\n<meta property=\"og:site_name\" content=\"Procurement Services\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/UALittleRock\/\" \/>\n<meta property=\"article:modified_time\" content=\"2025-04-18T13:06:42+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/ualr.edu\/procurement\/wp-content\/uploads\/sites\/238\/2024\/12\/ua-little-rock-social.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"630\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/workday-spend-management-notifications\\\/\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/workday-spend-management-notifications\\\/\",\"name\":\"Workday Spend Management Notifications - Procurement Services - UA Little Rock\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#website\"},\"datePublished\":\"2023-07-05T16:17:31+00:00\",\"dateModified\":\"2025-04-18T13:06:42+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/workday-spend-management-notifications\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/ualr.edu\\\/procurement\\\/workday-spend-management-notifications\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/workday-spend-management-notifications\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Workday Spend Management Notifications\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#website\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\",\"name\":\"Procurement Services\",\"description\":\"UA Little Rock\",\"publisher\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#organization\",\"name\":\"UA Little Rock\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#\\\/schema\\\/logo\\\/image\\\/\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/wp-content\\\/uploads\\\/sites\\\/238\\\/2024\\\/12\\\/ua-little-rock-logo-yoast.png\",\"contentUrl\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/wp-content\\\/uploads\\\/sites\\\/238\\\/2024\\\/12\\\/ua-little-rock-logo-yoast.png\",\"width\":696,\"height\":696,\"caption\":\"UA Little Rock\"},\"image\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#\\\/schema\\\/logo\\\/image\\\/\"},\"sameAs\":[\"https:\\\/\\\/www.facebook.com\\\/UALittleRock\\\/\",\"https:\\\/\\\/www.youtube.com\\\/user\\\/ualrvideo\",\"https:\\\/\\\/www.linkedin.com\\\/school\\\/university-of-arkansas-at-little-rock\\\/\",\"https:\\\/\\\/www.instagram.com\\\/ualr\\\/\"],\"description\":\"The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible, quality education through flexible learning and unparalleled internship opportunities.\",\"email\":\"ask@ualr.edu\",\"telephone\":\"501-916-3000\",\"legalName\":\"UA Little Rock\"}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Workday Spend Management Notifications - Procurement Services - UA Little Rock","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/ualr.edu\/procurement\/workday-spend-management-notifications\/","og_locale":"en_US","og_type":"article","og_title":"Workday Spend Management Notifications","og_description":"Workday notifications have been created to alert employees of outstanding spend transactions. 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We recommend using <a href=\"https:\/\/www.google.com\/maps\">Google Maps<\/a> to find an accurate mileage estimate for your travel related requests.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This site is dedicated to providing information on travel policies and procedures to the faculty, staff, and students of the University of Arkansas at Little Rock. The goal is to provide efficient and responsive guidance for university travel needs in accordance with state-mandated travel regulations.<\/p>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-128-content\" id=\"accordion-128\">Authorization to Operate a Motor Vehicle<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-128-content\" role=\"region\" aria-labelledby=\"accordion-128\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Any employee or student operating a motor vehicle on official business or a sponsored trip must be age 18 or older and complete an <a href=\"https:\/\/ualr.edu\/vcfa\/authorizationstatevehicles\/\">Authorization to Operate a Motor Vehicle<\/a> form. A guest of state operating a university-owned vehicle or a vehicle rented from our state contract must also be authorized to drive and complete the form. This form acts as a release to permit UA Little Rock to check the driving record and is in compliance with the <a href=\"https:\/\/ualr.edu\/vcfa\/travel\/university-of-arkansas-system-vehicle-safety-program\/\">University of Arkansas System Vehicle Safety Program<\/a>. Any driver found to have an unacceptable record will not be allowed to drive on university business.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Incidents that would deem a person as having an unacceptable driving record could include having excessive driving points (10+), a suspended or revoked driver&#8217;s license, a DWI offense, or a lack of liability insurance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The authorization form should be submitted to the Office of Finance and Administration (SSC425 or <a href=\"mailto:vcfa@ualr.edu\">vcfa@ualr.edu<\/a>) with a legible copy of a driver&#8217;s license at least <strong>10 calendar days<\/strong> prior to the travel date, to ensure enough time for the driving record check.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once the driving record is received, a representative of the Office of Finance and Administration will inform the sponsor(s) or department head(s) of eligibility to drive on behalf of UA Little Rock.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Questions about Authorization to Operate a Motor Vehicle? Please contact Gloria King at 501-916-3202 or <a href=\"mailto:vcfa@ualr.edu\">vcfa@ualr.edu<\/a><\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-534-content\" id=\"accordion-534\">Employee Travel and Insurance<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-534-content\" role=\"region\" aria-labelledby=\"accordion-534\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">University policy states that employees traveling on behalf of UA Little Rock should and will have reimbursable expenses, and must have an approved Spend Authorization on file <strong>prior to travel<\/strong>. This authorization will also include any &#8220;estimated&#8221; expenses that will be incurred while traveling.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As long as employees are on a bona fide business trip, with no reimbursable expenses, they will be covered by AD&amp;D insurance and a spend authorization is unnecessary. A business trip is defined as a bona fide trip when an employee is \u201con assignment or at the direction of the Policyholder to further the business of the Policyholder.\u201d Other injuries incurred while on official university business (not death or dismemberment) may be covered under <a href=\"https:\/\/ualr.edu\/humanresources\/workers-compensation\/\">Workers&#8217; Compensation<\/a> (and\/or the auto policy if traveling in a university-owned or rented vehicle).<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-233-content\" id=\"accordion-233\">Student Travel\u00a0Insurance<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-233-content\" role=\"region\" aria-labelledby=\"accordion-233\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Often students travel off-campus to represent the university or for an academic learning experience. It is important that proper procedures are followed to ensure that the employees and students are covered by travel accident insurance, as follows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Verify that any student or employee who plans to drive at any time during the trip (whether it is a personal car, a rental car, or a UA Little Rock fleet vehicle), has an <a href=\"https:\/\/ualr.edu\/vcfa\/authorizationstatevehicles\/\">Authorization to Operate a Motor Vehicle<\/a> form on file, is authorized to drive and is at least 18 years old.<\/li>\n\n\n\n<li>Any traveler (student or employee) expecting to be reimbursed from the university for travel-related expenses must complete a Spend Authorization through Workday prior to the trip.<\/li>\n\n\n\n<li>Secure authorization for the trip by completing a <a href=\"https:\/\/ualr.edu\/vcfa\/studenttripauthorization\/\">Student Trip Authorization<\/a> form. Once the appropriate signatures have been obtained, the form should be filed with the Office of Finance and Administration for final authorization.<\/li>\n\n\n\n<li>Student travel accident insurance must be purchased for all students traveling on official business or to a sponsored event, pursuant to the <a href=\"https:\/\/ualr.edu\/policy\/home\/business\/student-travel\/\">Student Travel policy<\/a>.<\/li>\n\n\n\n<li>Student travel accident insurance is purchased when the <a href=\"https:\/\/ualr.edu\/vcfa\/studenttripauthorization\/\">Student Trip Authorization<\/a> form is filed with the Office of Finance and Administration at the rate of .60 per student, per day for vehicle travel and .80 per student, per day for travel by airplane. The department or student organization will be back charged for the insurance expense following completion of the trip. Student travel accident insurance covers students from the beginning to the end of the trip, not only while traveling in a vehicle.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Questions about Student Travel Insurance? Please contact Gloria King at 501-916-3202 or <a href=\"mailto:vcfa@ualr.edu\">vcfa@ualr.edu<\/a><\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-520-content\" id=\"accordion-520\">Car Rental<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-520-content\" role=\"region\" aria-labelledby=\"accordion-520\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">The State of Arkansas has entered into mandatory car rental contracts with Enterprise Car Rental (including its subsidiary, National Car Rental) and Hertz Rental. An exception to the use of one of these companies would be if they were not available in the area of travel. Click the following link to view the <a href=\"https:\/\/elink.enterprise.com\/en\/21\/09\/uoa-little-rock.html\">UA Little Rock&#8217;s Rental Car Portal<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Various forms and pertinent information related to car rentals are located on the <a href=\"https:\/\/www.dfa.arkansas.gov\/travel-portal\/ground-transportation\/\">Arkansas Department of Finance and Administration<\/a>&nbsp;website.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Drivers who rent a vehicle (employees, students, and guests of state) must have an approved Spend Authorization&nbsp;on file and be authorized to drive according to the <a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/travel\/university-of-arkansas-system-vehicle-safety-program\/\">University of Arkansas System Vehicle Safety Program<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For assistance with login and password information for making reservations, please contact <a href=\"https:\/\/ualr.edu\/procurement\/message\/\">Procurement Services<\/a>.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-594-content\" id=\"accordion-594\">GOS\/Recruitment &#8211; Campus Interviews<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-594-content\" role=\"region\" aria-labelledby=\"accordion-594\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">NOTE: This process is still being developed for Workday. Please contact Human Resources and Procurement for guidance.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Human Resources will cover the expenses for two (2) Guest of State (GOS) individuals invited to campus in connection with the recruitment process. Processing of travel expenses for GOS&#8217;s will be in accordance with <a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/travel\/university-of-arkansas-system-vehicle-safety-program\/\">UA Little Rock&#8217;s Travel Rules, Regulations, and Procedures<\/a> and the <a href=\"https:\/\/www.dfa.arkansas.gov\/offices\/accounting\/Documents\/travelRegs.pdf\">State&#8217;s travel regulations<\/a>. All departments must coordinate all travel-related expenses with the Department of Human Resources, as follows:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Departments should not charge any GOS expenses to the department&#8217;s FDM and the hiring authority should allow seven (7) to ten (10) days for the processing of all travel requests. The Department of Human Resources will cover interview costs per GOS up to the maximum allowable, as follows: Airfare: $800 Hotel: $150 Meals: $61 per day (does not include departmental meals)Departmental meals for GOS visits will be reimbursed by Human Resources for the GOS&#8217;s meals only. All costs above the established breakdown will be back charged to the hiring department by Human Resources.<\/li>\n\n\n\n<li>Hiring authorities may research the best airfare costs via Internet websites; however, airfare reservations booked on these sites will require the department&#8217;s CTS payment at the time of the reservation booking. For convenience, departments may use the following travel agencies: The Travel Shop: 501-663-2203 Poe Travel: 501-376-4171 If the hiring department books the airfare reservation with a travel agency, the travel agency will send a reservation confirmation to the hiring department. The hiring department must print the e-mail (be sure the cost is included on the printout) and attach the provided itinerary to the Spend Authorization.<\/li>\n\n\n\n<li>The hiring department must complete the Spend Authorization for the airfare, attach all supporting documentation, including the <a href=\"https:\/\/ualr.edu\/vcfa\/forms\/w-9-form\/\">W-9<\/a>, and submit the travel request to Human Resources before 2:00 p.m. If an airfare reservation is not processed by Procurement Services by the close of business on the day received, the cost of the airfare may increase due to next day processing. Travel requests submitted to Human Resources after 2:00 p.m. will not be accepted and the hiring department will need to reconfirm the cost and reservation with the travel agency before resubmitting the request to Human Resources.<\/li>\n\n\n\n<li>Human Resources will make the hotel reservations for the GOS and provide the reservation information to the hiring department. The university has established accounts with various Little Rock hotels. Hiring departments may request a preferred hotel; however, reservations will be made based on pricing and availability.<\/li>\n\n\n\n<li>The hiring department is responsible for communicating the travel arrangements with the GOS and to ensure that a <a href=\"https:\/\/ualr.edu\/vcfa\/forms\/w-9-form\/\">W-9<\/a> is completed for each GOS and is submitted to Human Resources. No reimbursements can be processed for a GOS without a completed <a href=\"https:\/\/ualr.edu\/vcfa\/forms\/w-9-form\/\">W-9<\/a>.<\/li>\n\n\n\n<li>An Expense Report for GOS reimbursements must be submitted to Human Resources with original receipts. Hiring departments should ensure GOS are informed that all requests for reimbursement should be submitted to the hiring department within 48 hours of their return home.<\/li>\n\n\n\n<li>UA Little Rock employees who incur expenses for the GOS must complete a claim reimbursement form, attach all original receipts and submit the documentation to Human Resources. Employees paying for GOS meals are encouraged to pay on separate tickets; both detail and credit\/debit receipts must be submitted. State regulations permit reimbursement for meal tips at 15% only.<\/li>\n\n\n\n<li>Human Resources does not cover the following GOS expenses:\n<ol class=\"wp-block-list\">\n<li>Employee mileage to and from the Little Rock Airport;<\/li>\n\n\n\n<li>Rental cars for the GOS;<\/li>\n\n\n\n<li>Hotel rooms over the state-approved rates; or<\/li>\n\n\n\n<li>Special incidentals for the GOS.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">These travel expenses may be incurred by the hiring department at the hiring department&#8217;s expense.<\/p>\n\n<\/div>\n\t<\/div>\n\n\n\n\n<p class=\"wp-block-paragraph\">If there are travel questions that fall outside the scope of what has been provided above, please contact <a href=\"https:\/\/ualr.edu\/procurement\/message\/\">Procurement Services<\/a> for assistance.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>NOTIFICATION: As of September 1st, 2022 Rand McNally will no longer provide a mileage calculator. We recommend using Google Maps to find an accurate mileage estimate for your travel related requests. This site is dedicated to providing information on travel policies and procedures to the faculty, staff, and students of the University of Arkansas at <a href=\"https:\/\/ualr.edu\/procurement\/travel\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Travel<\/span><\/a><\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4168","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Travel - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/travel\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Travel\" \/>\n<meta property=\"og:description\" content=\"NOTIFICATION: As of September 1st, 2022 Rand McNally will no longer provide a mileage calculator. We recommend using Google Maps to find an accurate mileage estimate for your travel related requests. This site is dedicated to providing information on travel policies and procedures to the faculty, staff, and students of the University of Arkansas at ... 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Rock"}]}},"_links":{"self":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages\/4168","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/users\/9610"}],"replies":[{"embeddable":true,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/comments?post=4168"}],"version-history":[{"count":0,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages\/4168\/revisions"}],"wp:attachment":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/media?parent=4168"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":4119,"date":"2022-07-29T09:43:01","date_gmt":"2022-07-29T14:43:01","guid":{"rendered":"https:\/\/ualrprd.wpengine.com\/procurement\/?page_id=4119"},"modified":"2025-04-22T13:19:46","modified_gmt":"2025-04-22T18:19:46","slug":"minority-and-women-owned-business-resources","status":"publish","type":"page","link":"https:\/\/ualr.edu\/procurement\/minority-and-women-owned-business-resources\/","title":{"rendered":"Minority and Women-Owned Business Resources"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">This page provides information and assistance to minority and women-owned businesses and how to do business with the University of Arkansas at Little Rock and the state.<\/p>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-772-content\" id=\"accordion-772\">Minority and Women-Owned Business Policy<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-772-content\" role=\"region\" aria-labelledby=\"accordion-772\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">It is the policy of the State of Arkansas to support equal opportunity as well as economic development in every sector. In accordance with the Minority and Women-Owned Business Economic Development Act, UA Little Rock supports all possible participation of companies owned and controlled by minority persons and women in state-funded and state-directed public programs and construction projects.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Pursuant to Ark. Code Ann. \u00a7 19-11-229, 19-11-230 and 22-9-203 the State of Arkansas encourages all small, minority, and women owned business enterprises to submit competitive sealed bids and proposals for university projects, including capital improvement projects. Encouragement is also made to all general contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-648-content\" id=\"accordion-648\">Definitions<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-648-content\" role=\"region\" aria-labelledby=\"accordion-648\" class=\"accordion-panel\" hidden=\"\">\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Minority-Owned Business<\/th><th>Women-Owned Business<\/th><\/tr><\/thead><tbody><tr><td>Arkansas Code Annotated \u00a7 15-4-303 defines a minority-owned business as a business that is at least fifty-one percent (51%) owned by one (1) or more minority persons who are lawful permanent residents of the State of Arkansas:<br><br>African American<br>Hispanic American<br>American Indian<br>Pacific Islander American<br>Asian American<br>A Service-Disabled Veteran as designated by the United States Department of Veterans Affairs<\/td><td>Women-owned businesses are defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of the State of Arkansas.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-287-content\" id=\"accordion-287\">Registration and Verification<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-287-content\" role=\"region\" aria-labelledby=\"accordion-287\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Get registered and verified as a Minority or Woman-Owned Business (MWOB).&nbsp; UA Little Rock encourages businesses to take the following steps to allow for proper verification and identification as a MWOB.&nbsp; UA Little Rock encourages more in-state MWOB participation in competitive bid solicitations and contract opportunities at the university.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/procurement\/supplier-registration-2\/\">Supplier Registration<\/a> &#8211; Registering as a supplier allows you to do business with the UA Little Rock<br><a href=\"https:\/\/www.transform.ar.gov\/procurement\/arbuy-draft-page\/vendors-2\/\">State Vendor Registration<\/a>&nbsp;&#8211; Register through the state of Arkansas Office of State Procurement (OSP) to receive an AASIS vendor ID#.<br><a href=\"https:\/\/www.arkansasedc.com\/community-resources\/Minority-and-Women-Owned-Business-Enterprise-Resources\/submit-mwob-listing\">AEDC Registration\/Submission<\/a>&nbsp;&#8211; Submit&nbsp;your business to the Arkansas Economic Development Commission (AEDC) online searchable directory.<br><a href=\"https:\/\/www.arkansasedc.com\/community-resources\/Minority-and-Women-Owned-Business-Enterprise-Resources\/detail\/get-certified\">Certify your business through AEDC<\/a>&nbsp;to confirm minority status (optional, but requires AASIS ID).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These steps are necessary to improve MWOB opportunities with UA Little Rock and in support of MWOB spend goals.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-742-content\" id=\"accordion-742\">AEDC Certification and Benefits (Optional, but highly encouraged)<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-742-content\" role=\"region\" aria-labelledby=\"accordion-742\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">The Arkansas Economic Development Commission (AEDC) conducts a&nbsp;Minority and Women-Owned Business Enterprise Certification process.&nbsp; The&nbsp;review process is designed to ensure that a minority or women-owned business is actually owned, controlled and operated by the applicants and meets the eligibility criteria of the program.&nbsp; Certification requires AASIS ID.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Certification Benefits:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Certification is granted for two years and allows participation in the procurement process as a MWOB.<\/li>\n\n\n\n<li>AEDC certified minority or women-owned businesses can do business with the university for purchases up to $40,000 without the requirement of a competitive solicitation.<\/li>\n\n\n\n<li>MWOB will be listed in the AEDC online directory.<\/li>\n\n\n\n<li>Increase the opportunity for your MWOB to sell products and services to the State of Arkansas.<\/li>\n\n\n\n<li>Receive notification of training events, workshops, expos, network opportunities and educational opportunities.<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-285-content\" id=\"accordion-285\">Common Categories of Business<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-285-content\" role=\"region\" aria-labelledby=\"accordion-285\" class=\"accordion-panel\" hidden=\"\">\n\n<ul class=\"wp-block-list\">\n<li>Office furniture &amp; supplies<\/li>\n\n\n\n<li>Construction services<\/li>\n\n\n\n<li>Various labor services<\/li>\n\n\n\n<li>IT hardware, software &amp; services<\/li>\n\n\n\n<li>Event services<\/li>\n\n\n\n<li>Medical equipment &amp; supplies<\/li>\n\n\n\n<li>Research equipment &amp; supplies<\/li>\n\n\n\n<li>Audio-visual equipment &amp; services<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-507-content\" id=\"accordion-507\">Types of Purchases and Guidelines<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-507-content\" role=\"region\" aria-labelledby=\"accordion-507\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\">Please refer to <a href=\"https:\/\/ualr.edu\/procurement\/types-of-purchases-and-guidelines\/\">Types of Purchases and Guidelines<\/a> for details.<\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-524-content\" id=\"accordion-524\">Additional Resources<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-524-content\" role=\"region\" aria-labelledby=\"accordion-524\" class=\"accordion-panel\" hidden=\"\">\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.arkansasedc.com\/community-resources\/Minority-and-Women-Owned-Business-Enterprise-Resources\">AEDC MWOB Resource Page<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.uaex.uada.edu\/business-communities\/arkansas-ptac\/default.aspx\">Arkansas Procurement Technical Assistance Center<\/a><\/li>\n<\/ul>\n\n<\/div>\n\t<\/div>\n\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This page provides information and assistance to minority and women-owned businesses and how to do business with the University of Arkansas at Little Rock and the state.<\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4119","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Minority and Women-Owned Business Resources - Procurement Services - UA Little Rock<\/title>\n<meta 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Related Requisition Type: Goods\/Services"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">The <a href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing\/\">Technology Purchasing Procedures<\/a> apply to all computing, software, and network related resources of UA Little Rock, whether located on the campus or in remote locations or facilities.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When creating a Workday requisition, requesters would label it an <strong>IT Related Requisition Type<\/strong> when ordering certain products\/services. Those include but are not limited to the following:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><th>Hardware<\/th><th>Software<\/th><th>Audio &amp; Visual Equipment\/Installation<\/th><th>Networking<\/th><th>Support\/Maintenance<\/th><\/tr><tr><td>Computers\/Tablets<\/td><td>Seat License<\/td><td>Zoom Rooms and Conference Room Equipment\/Services<\/td><td>Network Cabling<\/td><td>Software Support<\/td><\/tr><tr><td>Computer Accessories<\/td><td>User License<\/td><td>Cameras\/Webcams Made for Conference\/Zoom Rooms<\/td><td>Network Services<\/td><td>Software Maintenance<\/td><\/tr><tr><td>Monitors<\/td><td>Enterprise License<\/td><td>Speakers for Conference\/Zoom Rooms<\/td><td>Switches<\/td><td>Renewals of Above<\/td><\/tr><tr><td>Scanners<\/td><td>Subscriptions<\/td><td>Televisions<\/td><td>Network Rack Servers<\/td><td>&#8211;<\/td><\/tr><tr><td>Keyboards<\/td><td>Developer Tool (API Key)<\/td><td>Conference Phones<\/td><td>Storage Disk Arrays<\/td><td>&#8211;<\/td><\/tr><tr><td>Adapters<\/td><td>Databases<\/td><td>Labor Associated with A\/V Equipment<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Servers<\/td><td>Hosting<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Cables<\/td><td>SaaS<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Hard drives<\/td><td>PaaS<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Microphones<\/td><td>IaaS<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Printers<\/td><td>AI<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Webcams<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><tr><td>Cell Phone<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><td>&#8211;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">*See <a href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing\/\">Technology Purchasing Procedures<\/a> for a list of items that require an IT ticket and approval prior to purchase.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Technology Purchasing Procedures apply to all computing, software, and network related resources of UA Little Rock, whether located on the campus or in remote locations or facilities. When creating a Workday requisition, requesters would label it an IT Related Requisition Type when ordering certain products\/services. Those include but are not limited to the following: <a href=\"https:\/\/ualr.edu\/procurement\/it-related-requisition-type-goods-services\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  IT Related Requisition Type: Goods\/Services<\/span><\/a><\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3975","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>IT Related Requisition Type: Goods\/Services - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/it-related-requisition-type-goods-services\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"IT Related Requisition Type: Goods\/Services\" \/>\n<meta property=\"og:description\" content=\"The Technology Purchasing Procedures apply to all computing, software, and network related resources of UA Little Rock, whether located on the campus or in remote locations or facilities. 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Gift Cards, Awards, and Prizes"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Expenditures of this type fall under <a href=\"https:\/\/www.uasys.edu\/wp-content\/uploads\/sites\/16\/2018\/04\/260.1-Official-Functions.pdf\">Board Policy 260.1<\/a> for \u201cOfficial Functions\u201d designations and associated expenditures.&nbsp; Gifts to individuals are not allowed by Procurement Services, with the exception of \u201cPromotional Items\u201d as stated in <a href=\"https:\/\/www.dfa.arkansas.gov\/images\/uploads\/procurementOffice\/OSPPoliciesPromotionalItems.pdf\">OSP Promotional Items Policy<\/a> and gifts in lieu of payment for services or awards that fall under one of the categories below:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Research incentive<\/li>\n\n\n\n<li>Student award (i.e.: placed 1st, 2nd, 3rd, in Poetry contest)<\/li>\n\n\n\n<li>Drawing at an Athletic or Student Event (i.e., drawing a seat or ticket number)<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Gifts to employees are not allowed. In most instances, employees will not qualify for a gift card, unless the employee has been picked as part of a research incentive or random drawing event such as an athletic event. If that is the case, the employee will be taxed on the gift card value through Payroll.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Employees who qualify for a gift card will be taxed through Payroll regardless of the dollar amount, other recipients will receive a 1099-MISC form IF the total amount of payments for the individual reaches a dollar amount of $600. If the total dollar amount a non-employee receives is less than $600, it is the responsibility of the individual to report these earnings.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please note: If you have a winner of a prize or award that is not a U.S. Citizen or Permanent Resident, the award or prize must be made through Payroll or Accounts Payable in order to withhold the appropriate amount of federal tax. You will work with the team in Human Resources that works with Nonresident Aliens for U.S. Tax Purposes. You cannot give a gift card for a prize or award to a foreign national because of the required federal tax withholding.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The following items may be purchased with state-appropriated funds (OSP <a href=\"https:\/\/www.transform.ar.gov\/wp-content\/uploads\/2020\/04\/OSPPoliciesPromotionalItems.pdf\">State Procurement memorandum<\/a>):<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Plaques for student achievements.<\/li>\n\n\n\n<li>Plaques for board or commission members upon the termination of service on a board or commission.<\/li>\n\n\n\n<li>Promotional items specifically authorized by language in a state or federal grant.<\/li>\n\n\n\n<li>Items purchased, the cost of which is reimbursed by students.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-gift-cards\">Gift Cards<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Gift cards, shopping cards, and gift certificates are considered cash equivalents,&nbsp; therefore it is important that organizational units handle and account for these cards appropriately. Prior to purchase, written approval must be obtained from the Director of Procurement Services. Requests for approval to purchase gift cards, shopping cards, gift certificates, etc., should include:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Number of cards or certificates needed<\/li>\n\n\n\n<li>Amount of the cards or certificates<\/li>\n\n\n\n<li>Their purpose and the event associated with the purchase (if applicable)<\/li>\n\n\n\n<li>Who will be receiving the cards or certificates (faculty, staff, students, etc.)<\/li>\n\n\n\n<li>Method of procurement (requisition or P-Card)<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Requests are reviewed on a case-by-case basis and evaluated on the appropriateness of the request in support of the university\/departmental mission.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>NOTE:<\/strong> Personal reimbursements are NOT allowable methods of purchase for gift cards, shopping cards, gift certificates, etc. Reimbursement is not guaranteed for such purchases unless an exception was made by the Director of Procurement Services.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Upon approval, departments should enter a requisition in Workday, if using that method of procurement. The written approval and completed Gift Card Disbursement Form should be attached as supporting documentation.&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If a P-Card is being used, then an itemized receipt for all gift cards\/shopping cards\/gift certificates must be attached to the corresponding transaction in Workday.&nbsp; The recipient\u2019s acknowledgment of the gift card receipt (signature, e-signature, email, etc.) should be attached as additional supporting documentation. The memo must include the recipient&#8217;s name, the title of the event, and the date of gift card relinquishment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A copy of all documentation should be retained in the department or by the cardholder and forwarded to the Director of Procurement Services within 5 business days after the event.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Expenditures of this type fall under Board Policy 260.1 for \u201cOfficial Functions\u201d designations and associated expenditures.&nbsp; Gifts to individuals are not allowed by Procurement Services, with the exception of \u201cPromotional Items\u201d as stated in OSP Promotional Items Policy and gifts in lieu of payment for services or awards that fall under one of the categories <a href=\"https:\/\/ualr.edu\/procurement\/procurement-guidelines-and-procedures-for-departments\/gifts-gift-cards-awards-and-prizes\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Gifts, Gift Cards, Awards, and Prizes<\/span><\/a><\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":3370,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3948","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Gifts, Gift Cards, Awards, and Prizes - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/procurement-guidelines-and-procedures-for-departments\/gifts-gift-cards-awards-and-prizes\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Gifts, Gift Cards, Awards, and Prizes\" \/>\n<meta property=\"og:description\" content=\"Expenditures of this type fall under Board Policy 260.1 for \u201cOfficial Functions\u201d designations and associated expenditures.&nbsp; Gifts to individuals are not allowed by Procurement Services, with the exception of \u201cPromotional Items\u201d as stated in OSP Promotional Items Policy and gifts in lieu of payment for services or awards that fall under one of the categories ... 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Forms"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><strong>NOTE: Most forms are PDF fill-in forms and work best using an Internet Explorer browser. FORMULAS MAY NOT WORK CORRECTLY IN GOOGLE CHROME.<\/strong><\/p>\n\n\n\n\n\n\t<div class=\"accordion\">\n\t\t\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-379-content\" id=\"accordion-379\">Travel<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-379-content\" role=\"region\" aria-labelledby=\"accordion-379\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/authorizationstatevehicles\/\" target=\"_blank\" rel=\"noreferrer noopener\">Authorization to Operate State Vehicles and Private Vehicles on State Business<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/files\/2014\/06\/Claim-Form-Student-Travel.pdf\">Claim Form &#8211; Student Travel and Camp Accident Insurance<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/ctsreviewersetupapp\/\">CTS (Ghost) Reviewer Application<\/a> &#8211; UA Little Rock<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/forms\/cts-card-agreement-2\/\" target=\"_blank\" rel=\"noreferrer noopener\">CTS (Ghost) Card Employee Agreement<\/a>&nbsp;&#8211; UA Little Rock<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/forms\/reviewer-application\/\">Reviewer Application (T-Card and P-Card)<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/guest-of-state-registration\/\">Guest of State (Vendor ID#) Registration<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/studenttripauthorization\/\">Student Trip Authorization<\/a> (formerly <em>Class Trip Authorization<\/em>)<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/ua-little-rock-t-card-employee-agreement\/\">T-Card Employee Agreement<\/a>&nbsp;&#8211; UA Little Rock<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/taa\/\">Travel Advance Agreement (TAA)<\/a><\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-502-content\" id=\"accordion-502\">Procurement<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-502-content\" role=\"region\" aria-labelledby=\"accordion-502\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/procurement\/sign-up-form\/\">Office Supply Sign-Up Form<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/pcardemployeeagreement\/\">P-Card Employee Agreement<\/a> &#8211; UA Little Rock<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/p-card-temporary-spend-authorization\/\">P-Card Temporary Spend Authorization<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/orsp\/files\/2019\/04\/Principal-Investigator-P-Card-Approval-Form-for-Restricted-Funds.pdf\">P-Card Approval &#8211; ORSP<\/a> | <a href=\"https:\/\/ualr.edu\/orsp\/files\/2019\/04\/P-Card-Procedures-for-Sponsored-Project-Funds.pdf\">Procedures<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/forms\/reviewer-application\/\">Reviewer Application (T-Card and P-Card)<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/procurement\/wp-content\/uploads\/sites\/238\/2025\/08\/Sole-Source-by-Justification-Request-Blank.pdf\">Sole Source By Justification Request<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/procurement\/wp-content\/uploads\/sites\/238\/2025\/08\/Special-Procurement-Fillable.pdf\">Special Procurement Justification<\/a><\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-797-content\" id=\"accordion-797\">Bids and Construction<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-797-content\" role=\"region\" aria-labelledby=\"accordion-797\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLSfhXfW2nALgURGZBzByQLoL_hbc6bDZYq07vXOnQrJVmE5k0g\/viewform\">Bid Request Form<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/official-bid-tabulation-sheet\/\">Competitive Bid Tabulation Form<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/forms\/competitive-quote-bid-form\/\">Competitive Quote Bid Form<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/forms\/contract-and-grant-disclosure-and-certification-form\/\" target=\"_blank\" rel=\"noreferrer noopener\">Contract and Grant Disclosure and Certification<\/a><\/p>\n\n<\/div>\n\n<div class=\"accordion-heading\"><button type=\"button\" aria-expanded=\"false\" class=\"toggle accordion-trigger\" aria-controls=\"accordion-659-content\" id=\"accordion-659\">Miscellaneous<span class=\"toggle-icon\"><\/span><\/button><\/div><div id=\"accordion-659-content\" role=\"region\" aria-labelledby=\"accordion-659\" class=\"accordion-panel\" hidden=\"\">\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/bannerauthorization\/\" target=\"_blank\" rel=\"noreferrer noopener\">Banner Authorization\/Security Access<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/missingdocaffidavit\/\" target=\"_blank\" rel=\"noreferrer noopener\">Missing Document Affidavit<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/purchaserequisition\/\" target=\"_blank\" rel=\"noreferrer noopener\">Purchase Requisition<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/forms\/receipt-form\/\">Receipt Form<\/a> (Guest of State or Student Reimbursements Only)<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/reimbursementclaimform\/\" target=\"_blank\" rel=\"noreferrer noopener\">Reimbursement Claim Form<\/a> (Employee Reimbursements Only)<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/specialmeeting\/\" target=\"_blank\" rel=\"noreferrer noopener\">Special Meeting<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/procurement\/wp-content\/uploads\/sites\/238\/2025\/07\/Supplier-Application-Rev-July-2020.pdf\">Supplier Application<\/a> (register as a supplier with UA Little Rock)<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/home\/resources\/forms\/w-9-form\/\" target=\"_blank\" rel=\"noreferrer noopener\">W-9<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/form-w-8ben-foreign-individuals\/\">W-8BEN<\/a>&nbsp;(foreign individuals)<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/ualr.edu\/vcfa\/form-w-8ben-e\/\">W-8BEN-E<\/a>&nbsp;(foreign entities)<\/p>\n\n<\/div>\n\t<\/div>\n\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>NOTE: Most forms are PDF fill-in forms and work best using an Internet Explorer browser. FORMULAS MAY NOT WORK CORRECTLY IN GOOGLE CHROME.<\/p>\n","protected":false},"author":9610,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3897","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Procurement Forms - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/procurement-forms\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Procurement Forms\" \/>\n<meta property=\"og:description\" content=\"NOTE: Most forms are PDF fill-in forms and work best using an Internet Explorer browser. FORMULAS MAY NOT WORK CORRECTLY IN GOOGLE CHROME.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/ualr.edu\/procurement\/procurement-forms\/\" \/>\n<meta property=\"og:site_name\" content=\"Procurement Services\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/UALittleRock\/\" \/>\n<meta property=\"article:modified_time\" content=\"2025-08-27T20:45:15+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/ualr.edu\/procurement\/wp-content\/uploads\/sites\/238\/2024\/12\/ua-little-rock-social.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"630\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/procurement-forms\\\/\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/procurement-forms\\\/\",\"name\":\"Procurement Forms - Procurement Services - UA Little Rock\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#website\"},\"datePublished\":\"2022-02-01T14:40:21+00:00\",\"dateModified\":\"2025-08-27T20:45:15+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/procurement-forms\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/ualr.edu\\\/procurement\\\/procurement-forms\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/procurement-forms\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Procurement Forms\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#website\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\",\"name\":\"Procurement Services\",\"description\":\"UA Little Rock\",\"publisher\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#organization\",\"name\":\"UA Little Rock\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#\\\/schema\\\/logo\\\/image\\\/\",\"url\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/wp-content\\\/uploads\\\/sites\\\/238\\\/2024\\\/12\\\/ua-little-rock-logo-yoast.png\",\"contentUrl\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/wp-content\\\/uploads\\\/sites\\\/238\\\/2024\\\/12\\\/ua-little-rock-logo-yoast.png\",\"width\":696,\"height\":696,\"caption\":\"UA Little Rock\"},\"image\":{\"@id\":\"https:\\\/\\\/ualr.edu\\\/procurement\\\/#\\\/schema\\\/logo\\\/image\\\/\"},\"sameAs\":[\"https:\\\/\\\/www.facebook.com\\\/UALittleRock\\\/\",\"https:\\\/\\\/www.youtube.com\\\/user\\\/ualrvideo\",\"https:\\\/\\\/www.linkedin.com\\\/school\\\/university-of-arkansas-at-little-rock\\\/\",\"https:\\\/\\\/www.instagram.com\\\/ualr\\\/\"],\"description\":\"The University of Arkansas at Little Rock is a metropolitan research university that provides an accessible, quality education through flexible learning and unparalleled internship opportunities.\",\"email\":\"ask@ualr.edu\",\"telephone\":\"501-916-3000\",\"legalName\":\"UA Little Rock\"}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Procurement Forms - Procurement Services - UA Little Rock","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/ualr.edu\/procurement\/procurement-forms\/","og_locale":"en_US","og_type":"article","og_title":"Procurement Forms","og_description":"NOTE: Most forms are PDF fill-in forms and work best using an Internet Explorer browser. 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Rock"}]}},"_links":{"self":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages\/3897","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/users\/9610"}],"replies":[{"embeddable":true,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/comments?post=3897"}],"version-history":[{"count":0,"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/pages\/3897\/revisions"}],"wp:attachment":[{"href":"https:\/\/ualr.edu\/procurement\/wp-json\/wp\/v2\/media?parent=3897"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":3689,"date":"2021-06-03T10:40:03","date_gmt":"2021-06-03T15:40:03","guid":{"rendered":"https:\/\/ualrprd.wpengine.com\/procurement\/?page_id=3689"},"modified":"2026-09-02T08:58:06","modified_gmt":"2026-09-02T13:58:06","slug":"suggested-it-spend-categories","status":"publish","type":"page","link":"https:\/\/ualr.edu\/procurement\/suggested-it-spend-categories\/","title":{"rendered":"Suggested IT Spend Categories"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">The <a href=\"https:\/\/ualr.edu\/procurement\/technology-purchasing\/\">Technology Purchasing Procedures<\/a> apply to all hardware, software, audio-visual and network related resources of UA Little Rock, whether located on the campus or in remote locations.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Tagging Equipment:<\/strong> Choose the appropriate equipment spend category to ensure proper tracking in the ERP system.<\/li>\n\n\n\n<li><strong>Trust the Category, Not the Quote:<\/strong> The selected spend category determines whether tax applies, regardless of what is listed on the vendor&#8217;s quote.<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100%\">\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Spend Category Number<\/th><th>Description<\/th><th>Explanation<\/th><th>Examples<\/th><\/tr><\/thead><tbody><tr><td>SC0611<\/td><td>Communications Equipment &gt; = $5,000<\/td><td>Communications equipment over $5000, guided by unit price, including tax.<\/td><td>Mobile Satellite Terminals, Video Conferencing Equipment<\/td><\/tr><tr><td>SC0612<\/td><td>Communications Equipment &#8211; Low Value ($2,500 &#8211; 4,999.99)<\/td><td>Communications equipment between $2,500 &amp; $4,99.99, guided by unit price, including tax.<\/td><td>Video Conferencing Equipment<\/td><\/tr><tr><td>SC0613 <\/td><td>Communications Equipment &#8211; Low Value High Risk ($500 &#8211; 2,499.99)<\/td><td>Communications equipment between $500 &amp; $2,499.99, guided by unit price, including tax.<\/td><td>Video Conferencing Equipment<\/td><\/tr><tr><td>SC0566<\/td><td>Computer Equipment &amp; Major Accessories &gt; = $5,000<\/td><td>Computer equipment over $5000, guided by unit price, including tax.<\/td><td>Used mainly for computer purchases<\/td><\/tr><tr><td>SC0567<\/td><td>Computer Equipment &amp; Major Accessories \u2013 Low Value ($2,500 \u2013 4,999.99)<\/td><td>Computer equipment between $2,500 &amp; $4,99.99, guided by unit price, including tax.<\/td><td>Used mainly for computer purchases<\/td><\/tr><tr><td>SC0568<\/td><td>Computer Equipment &amp; Major Accessories \u2013 Low Value High Risk ($500 \u2013 2,499.99)<\/td><td>Computer equipment between $500 &amp; $2,499.99, guided by unit price, including tax.<\/td><td>Used mainly for computer purchases<\/td><\/tr><tr><td>SC0541<\/td><td>Data Processing Equipment &gt; = $5,000<\/td><td>Data Processing equipment over $5000, guided by unit price, including tax.<\/td><td>Rack Servers, Storage Array<\/td><\/tr><tr><td>SC0542<\/td><td>Data Processing Equipment \u2013 Low Value ($2,500 \u2013 4,999.99)<\/td><td>Data Processing equipment between $2,500 &amp; $4,99.99, guided by unit price, including tax.<\/td><td>Entry-Level Lab Servers, specialized networking hardware<\/td><\/tr><tr><td>SC0543<\/td><td>Data Processing Equipment \u2013 Low Value High Risk ($500 \u2013 2,499.99)<\/td><td>Data Processing equipment between $500 &amp; $2,499.99, guided by unit price, including tax.<\/td><td>Entry-Level Rack Switches<\/td><\/tr><tr><td>SC0062<\/td><td>Data Processing Supplies<\/td><td>Data processing supplies with a unit price, including tax, under $500.<\/td><td>Docking stations, external hard drives, network interface cards<\/td><\/tr><tr><td>SC0422<\/td><td>Minor Computer Accessories<\/td><td>Technology supplies under $500, guided by unit price, including tax.<\/td><td>Mouse, keyboard, headset, microphone<\/td><\/tr><tr><td>SC0072<\/td><td>Network Services<\/td><td>Use for all network services.<\/td><td>Cable installations, penetration testing, SD-WAN<\/td><\/tr><tr><td>SC0082<\/td><td>Networking Supplies<\/td><td>Networking supplies under $500, guided by unit price, including tax.<\/td><td>Ethernet cables, fiber optic cables<\/td><\/tr><tr><td>SC0162<\/td><td>Security Supplies<\/td><td>Security supplies under $500, guided by unit price, including tax.<\/td><td>Security camera<\/td><\/tr><tr><td>SC0028<\/td><td>Software &amp; Software Licenses<\/td><td>Software that includes a physical aspect to the order.<\/td><td>Physical product such as disk sets that are shipped for purchase.<\/td><\/tr><tr><td>SC0442<\/td><td>Software as a Service (SAAS)<\/td><td>Software accessed through the software provider&#8217;s internet site, rather than downloaded to a computer.<\/td><td>Subscription based so look for term dates timelines listed.<\/td><\/tr><tr><td>SC0245<\/td><td>Software Maintenance<\/td><td>A change, update, or improvement for software.<\/td><td>The description will include maintenance\/support<\/td><\/tr><tr><td>SC0441<\/td><td>Software\/Software License Downloads<\/td><td>Software that downloads onto a computer<\/td><td>Look for keywords such as perpetual, or a lack of timelines listed.<\/td><\/tr><tr><td>SC0427<\/td><td>Database Subscriptions<\/td><td>Provides access to structured, regularly updated information or content.<\/td><td>Subscription to online training platforms, article databases, stock market data\/financial feeds subscriptions<\/td><\/tr><tr><td>SC0706<\/td><td>Supplies | Audiovisual<\/td><td>Audiovisual supplies under $500, guided by unit price, including tax.<\/td><td>Microphones, webcams, cables, tripods, headsets etc.<\/td><\/tr><tr><td>SC0549<\/td><td>Technology Equipment &gt; = $5,000<\/td><td>Technology equipment over $5000, guided by unit price, including tax.<\/td><td>Technology equipment that is not computers, security, or communications based<\/td><\/tr><tr><td>SC0550<\/td><td>Technology Equipment \u2013 Low Value ($2,500 \u2013 4,999.99)<\/td><td>Technology equipment between $2,500 &amp; $4,99.99, guided by unit price, including tax.<\/td><td>Technology equipment that is not computers, security, or communications based<\/td><\/tr><tr><td>SC0551<\/td><td>Technology Equipment \u2013 Low Value High Risk ($500 \u2013 2,499.99)<\/td><td>Technology equipment between $500 &amp; $2,499.99, guided by unit price, including tax.<\/td><td>Technology equipment that is not computers, security, or communications based<\/td><\/tr><tr><td>SC0025<\/td><td>Technology Maintenance<\/td><td>Consider this option for all technology services due to limitations in our spend category selections.<\/td><td>Annual maintence contracts, technology product repairs and installations<\/td><\/tr><tr><td>SC0420<\/td><td>Internet Service Provider<\/td><td>Recurring fees paid to external companies for high-speed internet access at university-owned, leased, or remote sites.<\/td><td>Broadband, Fiber, Satellite, or DSL<\/td><\/tr><tr><td>SC0116<\/td><td>Photographic\/Video Services<\/td><td>Fees for filming, video editing, event photography, or drone pilot services.<\/td><td>Digital video editing, drone pilot services, and livestreaming setup<\/td><\/tr><tr><td>SC0122<\/td><td>Photographic\/Videographic Supplies<\/td><td>Consumables and small accessories used to support camera gear.<\/td><td>Digital storage media, lighting bulbs, lens cleaning kits<\/td><\/tr><tr><td>SC0586<\/td><td>Photographic Equipment &gt; = $5,000<\/td><td>Photo equipment over $5000, guided by unit price, including tax.<\/td><td>High end camera equipment<\/td><\/tr><tr><td>SC0587<\/td><td>Photographic Equipment \u2013 Low Value ($2.5k\u2013$5k)<\/td><td>Photo equipment between $2,500 &amp; $4,99.99, guided by unit price, including tax.<\/td><td>Mid-range video gear<\/td><\/tr><tr><td>SC0588<\/td><td>Photographic Equipment \u2013 High Risk ($500\u2013$2.5k)<\/td><td>Photo equipment between $500 &amp; $2,499.99, guided by unit price, including tax.<\/td><td>Professional cameras &amp; high end accessories<\/td><\/tr><tr><td>SC0620<\/td><td>Security Equipment &gt; = $5,000<\/td><td>Major, high-cost security infrastructure purchases, guided by unit price, including tax.<\/td><td>Commercial-grade CCTV server and camera network for a building, or walk-through metal detectors for campus stadiums or concert venues<\/td><\/tr><tr><td>SC0621<\/td><td>Security Equipment &#8211; Low Value ($2,500 &#8211; 4,999.99)<\/td><td>Mid-tier equipment that is expensive but falls below the university&#8217;s $5,000 formal capital asset threshold, guided by unit price, including tax.<\/td><td>A dedicated wall-mounted matrix monitor array for a security dispatch room, or localized network video recorder (NVR) unit for a camera setup<\/td><\/tr><tr><td>SC0622<\/td><td>Security Equipment &#8211; Low Value High Risk ($500 &#8211; 2,499.99)<\/td><td>Lower-cost security equipment that is highly susceptible to theft, loss, or being walked off campus because it is portable, guided by unit price, including tax.<\/td><td>Handheld metal detector wands, or high-end portable two-way radios<\/td><\/tr><\/tbody><\/table><figcaption class=\"wp-element-caption\">Updated 06\/23\/2026<\/figcaption><\/figure>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>The Technology Purchasing Procedures apply to all hardware, software, audio-visual and network related resources of UA Little Rock, whether located on the campus or in remote locations. Spend Category NumberDescriptionExplanationExamplesSC0611Communications Equipment &gt; = $5,000Communications equipment over $5000, guided by unit price, including tax.Mobile Satellite Terminals, Video Conferencing EquipmentSC0612Communications Equipment &#8211; Low Value ($2,500 &#8211; 4,999.99)Communications <a href=\"https:\/\/ualr.edu\/procurement\/suggested-it-spend-categories\/\" class=\"more-link\">&#8230;<span class=\"screen-reader-text\">  Suggested IT Spend Categories<\/span><\/a><\/p>\n","protected":false},"author":1917,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3689","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.5 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Suggested IT Spend Categories - Procurement Services - UA Little Rock<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ualr.edu\/procurement\/suggested-it-spend-categories\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Suggested IT Spend Categories\" \/>\n<meta property=\"og:description\" content=\"The Technology Purchasing Procedures apply to all hardware, software, audio-visual and network related resources of UA Little Rock, whether located on the campus or in remote locations. 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