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3.2 Small Dollar Expenditures

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Policy Information

Policy Number: 3.2Effective Date: July 2009
Responsible Unit: Financial Services - PurchasingLast Revised Date: August 2024
Phone: 520-621-1747Email: FNSV-Purchasing@arizona.edu

Purpose and Summary

The purpose of this policy is to establish an efficient, cost-effective method for purchasing and payment of small dollar transactions (not exceeding $10,000 on PCard or $25,000 on Arizona BuyWays) that do not require an informal or formal competitive solicitation process.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

  1. Arizona BuyWays: The University’s web-based E-Procurement system that provides access to multiple vendors and contracted pricing via UAccess Financials Shop Catalogs.
  2. Purchasing Card (PCard): A University credit card for traditional small dollar purchases not to exceed $10,000 that is used wherever Visa is accepted. PCard transactions feed from the University banking partner into UAccess Financials and create a PCDO eDoc.
  3. Small Dollar Direct Purchases: Purchases not exceeding $10,000 utilizing the University Purchasing Card (PCard) or $25,000 utilizing Arizona BuyWays when existing University Contracts or Inter-Departmental sources cannot satisfy the need.

Policy

  1. It is the policy of the University to provide efficient purchasing methods for Small Dollar Direct Purchases that do not require a Requisition or Purchase Order.
  2. Small Dollar Direct Purchases do not require informal or formal competitive solicitation.
  3. All Small Dollar Direct Purchases must be Allowable and permitted on the funding source.

Procedures

  1. For procedures on determining purchase method and allowability, refer to FSM 9.01 Determining Purchasing Method and FSM 9.10 General Expenditure Policy.

Arizona BuyWays 
FSM 9.01 Determining Purchasing Method
FSM 9.10 General Expenditure Policy
PCard Program

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.