Purchasing

Purchasing at CNSM

Whether you need to check out the custodial card, submit a purchase request, initiate an employee reimbursement, or complete a representational allowance form, this is where you'll find the resources and forms to complete your task.

If you have any questions, please contact the CNSM Academic and Research Business Office, uaf-carbo@alaska.edu.

Purchase Request

CARBO helps manage and process purchases for CNSM. Depending on the need, you may have to fill out a form in order to initiate a purchase process or to borrow a credit card. Purchases over $5000 require a requisition which CARBO can assist you with via the purchase requests.

Purchase Request Form

Use this form used to request any kind of purchase through CARBO. It can be submitted for purchases to be made on a ProCard (under $5,000) or for purchases that need to go through Procurement (Over $5,000).

Please Note: We do not accept requisition forms from outside CNSM.

Custodial ProCard Check-out and Check-in

If you don't have a procard or need to use the Visa for a Costco purchase, please check out a custodial card. Use the forms below to check out and check back in the card. A receipt must be attached when checking the card back in. Do your best to request the card well in advance.

Check-Out

Your purchase may require a waiver. Examples of commonly purchased items requiring a waiver include:

Charter
Foreign Vendors
Gift Cards
Hazardous Material
Meals in a Restaurant
Payments to Individuals
Professional services (Consulting, Medical, Accounting, Legal, etc.)
Software
Used/ Refurbished Items
Web Design/ Hosting

To view the full list of items that cannot be purchased, please review the available on the Procurement website. Certain items on the list may require prior approval and a waiver for purchase; for questions please contact CARBO. The ProCard Custodian will need to submit the UA ProCard Waiver for approval. Please ensure that the waiver has been approved prior to checking out the ProCard. If the waiver is not approved, CARBO cannot release the card for checkout.

When the card is returned, please complete .

If the ProCard is lost or stolen, contact the CNSM Academic and Research Business Office AND the Bank’s 24-hour fraud line (800-316-6056).

Check-In

Use this form to record the return of the Custodial ProCard and submit the receipt for your purchase.

If CARBO is responsible for reconciling your ProCard transactions, use this form to submit your receipts as well.

Please keep the following in mind when submitting your receipts:

Each receipt must be uploaded on a separate entry form.
Receipts should be submitted within 24 hours of purchase.
- If you are unable to obtain a receipt or your receipt is lost, please complete and upload a copy of the Certification of Unavailable Documentation.
Supporting documentation must be uploaded with your receipt. The following is an inexhaustive list of documentation to be included:
- Purchase approval
- Representational Allowance Form
- Order confirmation
- Vendor correspondence
- Permanent or temporary ProCard waiver. If your purchase requires a ProCard waiver, and you did not complete one prior to the purchase, please complete the UA ProCard Violation Form

Representational Allowance Form

A representational allowance is required whenever you buy food or entertainment type expenses. It is important to pay attention to the purpose of your purchase and select the most appropriate account number. If you have any questions, please reach out to the CARBO team. It is much easier to submit a correct form the first time as MEG forms require input from multiple offices.

UAF Representational Allowance

UAF uses the Meals, Entertainment and Gift Reporting (MEG) form to document the business justification for and certification of all entertainment-type expenses. Entertainment-type expenses include expenditures for any activity providing hospitality, recreation, amusement, meals or other service, benefit or commodity generally considered entertainment. They also include satisfying the personal needs (such as providing food, lodging or transportation) of individuals or guests.

UAF has previously used Docusign powerforms to collect this information, but we are transitioning to the new Dynamic Forms module and have created a new Nexgen form for entertainment-type expense reporting.

UAF Representational Allowance Webpage (Access MEG Form)

Employee Reimbursements

Employee reimbursements are not gaurunteed. Please read the instructions carefully.

Employee Reimbursement Process

Use this form to request reimbursement for out-of-pocket expenses incurred on behalf of the university in situations where a requisition, call number, or ProCard purchase was not possible due to abnormal circumstances. Please note: Employee reimbursement is not a primary method of procurement, and should only be used in emergent situations or when all other procurement methods are not available.

If you are requesting reimbursement for travel-related expenses do not use this form. All travel reimbursements are processed through Concur. Please contact the Travel Customer Service Office at 474-TRIP (4787) or uaf-travel@alaska.edu.

If you are the Requestor and the Employee to be reimbursed, enter your name and email address in both fields.

Please complete all required fields. “N/A” is not an acceptable entry on this form. If you do not know the account code you should use, please leave this field blank; CARBO will make a determination based on your receipt and other supporting documentation, and enter it for you.

If you are requesting multiple funds to cover this transaction, please make sure that they sum to the Total Reimbursement Amount.

If you are requesting reimbursement from a restricted fund, the CARBO office will review the request to ensure that it is allowable on the associated grant. If the charges are deemed unallowable, we will reach out to request an unrestricted fund and org to be used in its place.

Please note: reimbursement is not guaranteed and may be denied by the Associate Vice Chancellor for Financial Services if it does not fit the intent of such reimbursements as outlined in the Direct Pay Reimbursement Policy memo: /finserv/finance-accounting/files/DPR.Memo.pdf.

Journal Voucher (JV) Request

Journal Vouchers are used when correcting a past transaction or when purchasing from a unit within the university.

JV Requests

Journal Vouchers are processed every week before Friday.

To ensure timely processing and posting, we kindly request that all requests be submitted by the close of business on Thursday. Any requests received after the this deadline will be processed in the following week.

It is important to note that the transaction correction process may take up to 14 business days to reflect in Banner.

Please note that to process a correction on a journal voucher, the transaction must have already been posted to Banner.

If you need to correct a ProCard transaction in JP Morgan, please send an email to laycie.schnekenburger@alaska.edu.

Student Account Payment Request

This form is intended for CNSM departments that wish to pay for student tuition and/or fees not related to their employment. Please use this form and not the Jotform provided by the Graduate School.

Student Account Payment Request Form

This form is intended for CNSM departments that wish to pay for student tuition and/or fees not related to their employment.

This form is not for Graduate TA/ RA tuition awards, which are processed as part of their employment contract. If you wish to hire a TA or and RA, please contact Sheri Hall: sahall5@alaska.edu.