University of Iowa

Procurement – Accounts Payable/Purchasing/Travel

  • Accounts Payable
  • Purchasing -  
  • Travel
  • Procurement Card (Pcard) –
    • Best Practices
    • Request to change Pcard Limit – In addition, annually Accounts Payable will analyze pcard use by pcard holder and inform the Collegiate Business Officer of recommended changes based on actual usage the prior year.
  • Policies:
    • Purchasing Policy & Procedure Manual
    • Conflict of Interest in Purchasing – Disclosure form.
    • Travel – Per UI Policy:
      • Travel expense vouchers submitted after 120 days will be reimbursed, however, the reimbursement will be treated as taxable income and included on the employee’s W-2 in accordance with Internal Revenue Service (IRS) regulations.
      • Out of state and international travel must be processed through workflow via ProTrav before the trip begins
    • Gift Law
    • Gifting Funds:  From time to time you may encounter agencies soliciting a donation from the University.  Per the Controller’s Office, the university does not gift funds to other entities as this could jeopardize the university’s tax-exempt status. 
    • Technology Policy
    • Food, Beverage, Flowers, Gifts and Similar Incidental Expenses
    • Printing – The Board of Regents policy manual 7.1 (D) states that all printing needs must first be run thru the central institutional printing operation for evaluation.  Any exception to print with an external vendor will be at the discretion of UI Printing.
    • Reward Programs – Per Pcard best practice document, “University policy prohibits the use of rewards programs for purchase because there is a potential for using rewards points for personal purchases.  Because there is not a way to monitor such rewards in a way that is cost effective, the University's policy is that we should not participate in these programs.
    • Wire Transfer Form – form must be completed anytime a unit wishes to have payment wire transferred to the vendor.
    • Sole Source Justification
    • Vendor Application
  • Systems: