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© 2019 Kenai Peninsula College. All rights reserved.
University of Alaska Anchorage

Procurement Services

Procurement Services (Purchasing)

The acquisition of KPC goods and services are processed in-house in compliance with University of Alaska Board of Regents’ Policies, UA Procurement Manual, State of Alaska statutes, and Federal Regulations.

KPC Purchasing Process

All purchases with NO exceptions must be approved in advance. Purchases made prior to receiving approval are unauthorized and may become the financial responsibility of the individual who made the purchase.

A NEXTGEN Purchase Requisition (PR) Form must be completed, submitted and approved as authorization to purchase.

The PR is a web based NextGen form that automatically routes to the proper departments for review and signature based on the parameters that are selected by the requestor on the form. The PR can be used for ProCard purchases, Purchase Order requests and Direct Pay requests. Quotes and other supporting documentation can be uploaded to the form to aid processing.

  • Purchase Request Form Instructions

    Requestor Information

    This section auto fills from UA single sign on for the requestor first name, last name and email address and the date the form is initiated.

    • Dept: Refers to the department that is financially responsible for the purchase. Select from drop-down menu.
    • Department Head: Select the department head who is authorized to approve expenses to their department.
    • PR Title: Type a description of your purchase in this field. This title will show up in the form menu to distinguish the forms from one another.

    Purchase Type

    Select the check box in front of the type of purchase to be approved.

    • Procard: See Accounts Payable webpage for details and restrictions for making procard purchases. After PR is completely signed, the requisitioner will receive an email from the system to access their form in forms history.
    • Purchase Order: Please attach vendor quote and applicable documents in the supporting documents section of the PR. Once the purchasing officer has completed the purchase order the applicable end user will be notified and/or copied on the email notification to the vendor to initiate the order.
    • Direct Pay: Direct Pay’s may only be initiated by someone in Administrative Services.
    • IT Related Purchases: If this purchase whether it is Procard or Purchase Order, involves IT related items such as computers, computer accessories, software or any computer related items then this box must be checked (in addition to checking Procard or Purchase Order) so that this purchase gets IT Department Head pre-approval before purchase.

    Shipping Information

    Select the check box in front of the campus where the items are to be shipped.

    Item Information

    This section of the form is to be completed with information about the items to be purchased.

    • Item #: Indicates the number of the line item. There are 1-10 lines available on this form, number them from 1-10. You can add another line by clicking the Add an Item check box.
    • Item Description: Enter the description of the item being purchased, model numbers included if applicable. If you need more than one line for your description, please check the box in front of “Check this box if you need to enter an Expanded Item Description” before you start entering any data. Do not have any text in the Item#, Item Description, Qty, Unit Price or Total before checking the expanded description box. Otherwise, this will cause errors for this line item.
    • Qty: Enter number of items to be ordered for each item description.
    • Unit Price: Enter the unit price for each Qty of items to be ordered.
    • Total and Grand Total: These are automatically calculated within the form. 
    • Shipping Charges: Enter shipping charges for complete order.

     Accounting Information

    This section of the form is to be completed with accounting information to be charged to department. If you need help in this area please contact KPC Purchasing or someone in Administrative Services.

    • Actng Item#: This indicates the number of the line item and should match the Item# for this related expense.
    • Fund, Org and Account: Enter or select the correct department accounts to be charged for the line item expense.
    • Amount: Amount of the purchase to be charged to the related Fund, Org and Account.

    Quote / Supporting Documents

    This section has three files that can be attached to this form that serve as backup for this expense. Attach files as needed.

    Requestor Comments

     Include any information in this section that is important for the people reviewing this form to know. This section has a check box below to expand and make this box larger if needed. Click the box to expand the comments box before you start entering data.

    Requestor Signature

    The area highlighted in yellow is for the requestor to click to sign. The date will automatically generate once signed.

    Submit Form

    Once the form is completed filled out and signed. Click submit form and it will route to each individual that needs to sign the form as indicated on the form. Department Head, IT Svcs (If an IT purchase), Director of Administrative Services and Senior Accountant. Each of these signers has the ability to return the form to the requestor if there is an issue or something needs to be corrected on the form.

    Questions or Assistance

    Contact MJ McCown at mjmccown@alaska.edu or 907-262-0292.


Types of Purchases

Procard: See Procards webpage for details and restrictions for making procard purchases. After PR is completely signed, the requisitioner will receive an email from the system to access their form in forms history.

Purchase Order: Please attach vendor quote and applicable documents in the supporting documents section of the PR. Once the purchasing officer has completed the purchase order the applicable end user will be notified and/or copied on the email notification to the vendor to initiate the order. 

Direct Pay: Direct Pay’s may only be initiated by someone in Administrative Services.

Representational Expense Allowance Form (Rep form) is required for expenditures with account codes 8115, 4008/4118, 3008/3118 or 3038/4038 (food/décor/gifts). Rep forms must be submitted and approved by Director of Admin Services prior to purchase in advance of purchase. Submit Rep forms by attaching them in the supporting documents section of the PR. 

Sales Tax

KPC is exempt from sales tax. Tax exempt cards are available for check out. Contact at the KPC accounts payable technician at KRC or the KBC business office. 

 

 Contact Info


Cheryl Brock
Cheryl Brock
KPC Accounting Manager
clbrock2@alaska.edu
(907) 262-0224
UAA - Kenai Peninsula Campus
Enid S. McLane Building (EMB) 169G
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