P-Card Procedures *:
Allowable: Repairs/Maintenance/Service agreements forequipment (provided no contract is required to be signed)
Unallowable: Construction, infrastructure repairs or renovation (NO Labor charges are allowed). For clarification, under this policy and procedure these types of purchases are not considered repair, but are considered public works. Public works are not allowable on p-cards.
*Note – the single transaction limit applies to each p-card transaction
Check Request Procedures:
Allowable: Repair orders, less than $10,000, which involve billable labor and which may or may not include materials may be submitted via check request. See Section 2.1 entitled “Check Requests”
Unallowable: Orders for repair parts only cannot be handled by check request
Purchase Request Procedures:
Repairs involving only the purchase of materials must be handled via a UGAmart requisition, if the purchase is not made via a p-card.
Repair orders which equal or exceed $10,000 must be requested through a UGAmart requisition to the University Procurement Office. These repairs will be competitively bid unless otherwise justified to restrict competition. Acceptable reasons for lack of competition are as follows: equipment needs to be dismantled to determine cost; nearest and best repair; original equipment manufacturer; emergency where competitive bidding would have detrimental effects.
Phone Number: 706-542-2361
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Policy Contact: Annette Evans
Phone Number: 706-542-2361
P-card: Reconciled billing packages signed by the Cardholder and Approving Official must be retained for a period of seven (7) years (BOR 0472-03-013), and if a contract/grant is involved, the records must be retained for the life of the contract/grant plus an additional seven (7) years following the end date of the contract/grant (BOR 0472-09-006).
Check Request: For expenditures processed with grant funding, all documentation should be retained for the life of the grant, plus seven (7) years (BOR 0472-09-006). For all other expenditure types, records may include but are not limited to: check requests, invoices, justifications of purchases, payment authorizations, reports of receipt of goods or services, and related documentation and correspondence. Retention is five (5) years (BOR 0472-03-001).
Purchase Request/Requisition:For records which may include but are not limited to: purchase requests; purchase orders; supplies, and services; and related documentation and correspondence. Since this policy is limited to repair of equipment and hardware, records schedule BOR 0472-03-009 applies and retention is 7 years.
Record Copy: Procurement
Question 1? I need repair parts only. How can I purchase these parts?
Answer 1. Either via p-card or through a UGAmart requisition. Remember you may not exceed your p-card single transaction limit if using your p-card.