All purchases, rentals, leases, and lease/purchases to which the University is a party are subject to regulations and procedures as stipulated in Arkansas Statute. All types of purchases from University accounts are subject to these regulations and procedures and require prior approval of the Procurement Official. The Procurement Official is the sole purchasing authority of the University. Purchases not authorized by this authority are not legal obligations of the University. The university shall not assume any responsibility for any purchase made directly by any staff or faculty member other than authorized Purchasing personnel.  Any individual making a purchase without proper authority first being given is assuming a personal obligation to the vendor for whom he/she may be held personally liable.

Documentation must be approved by the ASU-Beebe Purchasing Department prior to any commitment that would result in the expenditure of funds.  If a REQUISITION is submitted after the purchase has been made and sufficient justification is not presented, the request may not be approved for payment (see “Emergency Purchases”). Caution should be used by individuals when researching or otherwise inquiring about services or products with any vendor. A simple conversation can sometimes be interpreted as an obligation by a vendor/contractor.

All personnel are to be informed that Arkansas Act 483 of 1979, as amended, requires any individual drawing a salary from a State Agency who has or obtains any benefit from any state or ASU-Beebe contract with a business in which the employee or a member of his immediate family has a financial interest, will report such benefit to the Department of Finance and Administration. This Act covers, in great detail, ethics in public contracting and the penalty for violation of any of the provisions. Persons having questions pertaining to this subject, no matter how minor, should contact the Purchasing Department for specific details. When suggesting a vendor, do not list any known business in which ASU-Beebe employees have any known financial interest. In compliance with the requirements of Governor's Executive Order 98-04 and the regulations resulting from such, any Contract executed by Arkansas State University-Beebe, which exceeds $25,000, shall require the Contractor/Individual to complete a Contract and Grant Disclosure and Certification Form (F-1 and F-2) disclose information as required. This requirement is for each individual transaction exceeding $25,000.

Professional services consist of personal services, which are professional in nature, of an individual or individuals who are not employees of the State of Arkansas.  The purchase of professional and consultant services up to $5,000 can be accomplished by use of a Purchase Order and W-9.  Services exceeding $5,000 in fees require a Professional/Consultant Services Contract and Professional/Consultant Services justification form in addition to a purchase order and W-9.  Departments are advised to contact the Vice Chancellor of Fiscal Affairs Office for the current procedures and form requirements at least twenty (20) working days in advance of the need for such services involving expense from $5,000 to $9,999 and sixty (60) days in advance for those services involving expense of $10,000 or more. Note: If the group or individual has transacted business with ASU-Beebe within the previous eighteen (18) months a W-9 will not be required.  For W-9 Forms go to http://www.irs.gov/pub/irs-pdf/fw9.pdf and for the Procurement Regulations regarding Professional and Consultant Services Contracts go to http://www.state.ar.us/dfa/purchasing/final_pcs_regs.doc

In accordance with Act 698 of 1991, Arkansas State University - Beebe established a "Minority Purchasing Program" which supports the policy of the State of Arkansas to promote equal opportunity, as well as economic development in every sector. This University is committed to utilizing minority businesses in contracting to the maximum extent feasible. An annual minority procurement goal of ten percent (10%) has been established by ASU-Beebe. ASU-Beebe will, within the limits of state statues and regulations, pursue the award of a fair share of all contracts with minority businesses and will encourage and assist minority businesses in the methods of doing business with the University.  The ASU-Beebe Purchasing Office maintains a listing of all known minority vendors. When ASU-Beebe obtains goods or services by the use of the "competitive bid" process, in accordance with the ASU-Beebe Minority Purchasing Program, at least one of the bids solicited will be from a minority business if one is known to provide the type of commodity or service being procured. All employees of this University are encouraged to assist the Purchasing Department in this very important program. If you are aware of any minority firms that can provide goods or services to ASU-Beebe, please contact the Purchasing Department. 

You may access Arkansas Department of Economic Development minority vendor information at  http://www.1-800-arkansas.com/Small_Business/ Note the Business Code abbreviations.

It is impossible to compile a list of acceptable petty cash expenditures. Check with Purchasing if you have any questions prior to any transaction that would require an expenditure from the petty cash fund. Under no circumstances may petty cash be used for:  1.  Circumventing purchasing regulations
 2.  Reimbursement for the purchase of any mandatory state Contract Item
 3.  Travel and travel related reimbursements (i.e. parking, etc.)
 4.  Any reimbursement over $75

Purchases for most commodities and services totaling $5,000 or less (small orders), including freight but excluding sales tax, may be made by Purchasing without bidding; however, competition will be used to the maximum extent practicable.  Allow a minimum of eight (8) working hours for the processing of all small purchase requests through the Purchasing Department. Repeated small quantity procurement of like items to circumvent the $5,000 limit is prohibited. Departments are advised to exercise prudent judgment in specifying items and entering a suggested source for purchase on the requisition. Purchasing may determine that the item(s) requested are available at better pricing from a source other than the suggested vendor entered by the requestor. However, before making a change of vendor on a requisition, Purchasing will advise the department of the intended change.

Purchased and donated equipment to be added to inventory include all items with a unit cost of $2,500 or more, and having an expected useful life of two years or more and which are not installed and all computers. When an equipment item is purchased with a total unit cost of over $2,500, a 400 account must be used on the requisition.  Items with a total unit cost between $500 and $2,500 will be purchased out of the 350 account. Each department will still be held accountable for all purchases made with University funds and donations of equipment made to the University. NOTE: Equipment purchased with College Savings Bonds will also be placed on inventory. An Inventory printout will be distributed to each department for reconciliation prior to the end of the Fiscal Year.  It must be completed, corrected and returned to the Inventory Control Clerk by the date indicated in accordance with the attached instructions.  Inventory sampling may also be requested two to three times per year with no warning.

With a few exceptions, all purchases exceeding $5,000 in total cost, not including sales tax, are subject to bid procedures that are to be performed by the Purchasing Department. Purchases from $5,000 to $25,000 (Competitive Bids) require bids in the form of fax, email, or mail, from at least three vendors, one of which should be a minority (if available for the commodity) with the total price including a firm freight cost, if applicable.

In addition to price quotes, any purchase over $10,000 requires a "Contract and Grant Disclosure and Certification Form" to be completed by the vendor who is awarded the bid.  Purchases totaling more than $25,000 require Competitive Sealed Bid procedures.  This procedure requires a newspaper advertisement and takes a minimum of twenty (20) days, for bid opening/award, normally longer. Individuals requisitioning should allow time for the above procedures when anticipating their departmental needs.

There are three types of specifications: 1) Design 2) Performance 3) Combination.  These specifications can be found in a number of places: manufacturer, vendor, catalogs, internet, etc.  Basically a good specification should do four things: 1.  Identify minimum requirements. 2.  Allow for a competitive bid. 3.  List reproducible test methods to be used in testing for compliance with specifications. 4.  Provide for an equitable award at the lowest possible cost. Good, clear concise specifications will allow the purchasing department to purchase the item in the most cost efficient manner and ensure that the requisitioning department receives the item with the design and performance features they require.

The following are examples of items which are under statewide "term contracts."  Commodities may be added to or deleted from this list at any time.

Whenever possible and practical goods required by the various departments of the university regardless of the source of funds should be obtained from university departments (i.e., books from the Bookstore, printing from the Print Shop and office supplies from Central Stores) (NOTE: It is mandatory that some items be purchased through Central Stores, check with the Purchasing Department if you have questions.)

The following list is not meant to be inclusive but to be a general listing for the majority of campus personnel.  Go to http://www.state.ar.us/dfa/purchasing/contracts.html for a complete listing of state contracts and to http://itcontracts.state.ar.us/ for DIS contracts. NOTE:  Not all OSP or DIS contracts are mandatory, contact the Purchasing Office for more information. http://itcontracts.state.ar.us/ for DIS contracts. NOTE:  Not all OSP or DIS contracts are mandatory, contact the Purchasing Office for more information.

Computers
Copier Leases (Analog & Digital)                                   
Forms, Continuous & Snap Out

Diploma Inserts and Covers
Fax Machines
Furniture                                         
Grainger Catalog Contract 
Index Tab Dividers, Custom
Letterhead & Envelopes (Plain & Printed)
Lamps (Light Bulbs)                                                
Office Supplies
Paper, Printer & Copier
Paper Towels and Toilet Tissue

Printers
Software, Microsoft                                           
Tires
Toner Cartridge (Recharging)

Vehicles

Video Tapes

Nearly all office supplies, regardless of intended use, must be purchased from Central Stores or from the Contractor/Vendor.  As a convenience to departments, many office supply items are stocked by Central Stores and can be accessed and ordered on this website.  Items that are not stocked by Central Stores will require a requisition for purchase.  Departments are advised that many items under contract and stocked by Central Stores are not available in a wide variety of color, by choice of brand or model number.  The contracts are awarded on goods meeting minimum specifications or on an "or equal basis."

The Purchasing Office can now solicit bids up to $5,000 for printing not done at the ASU-Beebe print shop. Departments should NOT solicit their own quotes on ANY print job.

Detailed specifications and price estimates are a must on all requisitions on printing jobs. Printing jobs over the $5,000 delegation should be submitted to purchasing as before. We will then send them to the Office of State Procurement for processing.

Print jobs sent to ASU at Jonesboro Printing Services must be accompanied by a Purchase Order for processing.  The Jonesboro Print Shop will not process the print job without a purchase order number.  It is impossible to process or track the charges or apply payments through the accounting office without the purchase order and it starts with the graphics work and proceeds through the printing.  Jonesboro has asked for our help in this matter.

Copying is no longer considered "printing". These purchases will now fall under the Purchasing thresholds above.

Departments may procure needed commodities available at the State of Arkansas Marketing and Redistribution located at 6620 Young Road in Little Rock and at the Federal Surplus Property Center located at 8700 Remount Road in North Little Rock.  Departments sending individuals to shop at a surplus property agency must be listed on an "approval" listing (contact Purchasing to be placed on this list). If any items are obtained, a requisition should be filled out from the receipt copy, attach the receipt copy and forward all documents to the purchasing office for processing.

All incoming freight (with a few exceptions) is handled through Central Receiving.  Incoming freight will then be picked up or delivered to the department.  The receiving department is to immediately inspect all incoming shipments for damage. If damage is apparent, the freight bill will be so noted prior to receiving signing the bill.  Upon receipt of delivery of the freight, the department should inspect the contents for any damages, dents, scratches, punctures or damage of any nature.  It then should be noted on the receipt copy.  Concealed damage that is not known until the delivery crew has left must receive prompt attention because a claim must be filed on such damage within 15 days of delivery.  NOTE: Do not destroy cartons or other materials used in packing when damage is noted.  Departments must immediately call the purchasing office on all concealed freight damages for instructions.

If it becomes necessary to cancel a purchase order, wholly or in part, the requestor should contact the Purchasing Department to determine if the order can be canceled.  After determination is made that the order can be canceled, denote the reason on the goldenrod copy of the purchase order and send the copy to the Purchasing Department.

All rental, lease, lease purchase contracts or renewal of any such contracts for  commodities or equipment require prior approval of the Purchasing Department. Proposed written agreements should be submitted for execution along with a completed requisition form. In many instances it will be necessary to conduct bid procedures, as state law requires bidding on all but short-term arrangements for lease or rental of any tangible items.

A department may obtain maintenance or service from a supplier or manufacturer for equipment requiring maintenance that the University owns. Purchasing must approve all service agreements. The department should familiarize themselves with the provisions of all service agreements in effect for their department. Any problems involving a service agreement should be reported immediately to Purchasing.

In a few cases, an item must be purchased from a sole-source or sole-proprietor.  In these instances, a memo with the following information must accompany the requisition:  (1) What the item/unit is to be used for (2) Why no other item/unit can be used  (3) Why no other vendor or source can provide the product or a like product.  Final determinations on "Sole Sources" will be made by the Director of Purchasing and recommendations for approval by the Chancellor.

The end of a Fiscal Year (FY) is on June 30th of each year, thus the expenditure of funds for each FY must be made before this date.  A schedule for processing requisitions will be sent to each department in early March establishing a schedule of deadlines to assist you in planning your expenditures and to avoid confusion over which fiscal year purchase orders will be charged against.  Please note and observe the deadlines to assure that your requisitions will be processed against the correct FY.