Procurement & Purchasing

Purchases that follow strict guidelines include: large procurements of commodities over $10,000, international vendor orders, service contracts, marine and air charters, and subawards. These types of procurement can take up to 2 weeks for the order to be placed with a fully executed purchase order. For international orders and charters, this can take closer to 3 weeks or more depending on the vendor's response time and their terms and conditions. It is best to plan as far in advance as possible before making any financial commitments to vendors or for services so that we do not run into unauthorized purchases. 

We try to acknowledge all purchase request submissions within 1 to 3 business days. If you have not had any communications about your submitted request within 3 business days, please contact us through your purchase request in Asana. Timely completion of your request is dependent on accurate information being provided in the form.

Invoices, change orders and close out requests for open purchase orders that have been established through the setup of a subaward or contract can be forwarded to uaf-iarc-purchasing@alaska.edu and will be processed through coordination with UAF Accounts Payable, UA Procurement and the Office of Grants and Contracts Administration (OGCA) as needed.

Every IARC purchase made with a UA Pro Card (whether personal or custodial) must have a receipt attached inside of the purchase request in Asana and be reconciled in PaymentNet within 48 hours, as outlined in the UA Pro Card Manual. To learn more about how to reconcile in PaymentNet, watch this video.

The Direct Pay (employee reimbursement) process is to reimburse employees for out-of-pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order, or a ProCard purchase was not possible due to abnormal circumstances. This option is for emergency situations only, and employee reimbursement is not guaranteed. For additional information, see the Office of Finance and Accounting website.

To initiate this process please complete the IARC Support Services Request Form, following the prompts that appear after selecting “Employee Reimburesment.” Approval from the PI or signing authority on the account, as well as the IARC Director, will be required and routed for signatures internally.

If you have any questions about the reimbursement process, please contact us at uaf-iarc-purchasing@alaska.edu.