Purchasing Guidelines

We have recently enhanced the purchasing guidelines page on the Purchasing website. Our more detailed guidelines are intended to provide campus partners with the information necessary to determine the following:

  • How to select a vendor?
  • Which order placement method to use?
  • How payment should be made?

Please visit the Purchasing Guidelines page to learn more about the purchasing process at UA. Please contact Purchasing at 348-5230 with any questions.

Best Buy Contract Update

As of May 15, 2017, Best Buy was removed from buyBAMA as a catalog vendor due to changes with their eProcurement system. Unfortunately, due to this change, Best Buy is no longer an Approved Contract vendor. Please utilize other catalog vendors through the buyBAMA marketplace for your electronics needs. If you have any questions, please email buybama@fa.ua.edu.

Relocation Procedures

It’s that time of year when many new incoming employees will need Moving and Relocation services. To aid in this demand, the University maintains two contracts with national van lines. Both contractors can provide in-state, out-of-state, and international moving services. Any department who has allocated funds to a new employee for moving assistance should complete a Request for Estimate of Moving Services form and submit to Gieva’ Patton. Please note that this form is also required for employees who prefer to move themselves and be reimbursed for moving expenses. Additional information can be found on the Procedures for Relocation page on the Purchasing website.

Because now through September is the peak moving season and moving dates will book quickly, please submit forms as soon as possible. If you have any questions, please contact Gieva’ Patton, 205-348-6506.

What is a Sole Source Purchase?

Whenever you or your department have a need for products or services that are not available from contract vendors and exceed the State of Alabama bid limit of $15,000, it is appropriate to investigate potential vendors who can meet your needs. If during your investigation it becomes clear there is only one source to purchase from, Purchasing may approve your purchase as a sole source and waive the competitive bid process. Please note, a sole source cannot be based on price.

Please see Purchasing’s Sole Source Justification Requirements for additional information and guidance through the process.

Your sole source justification along with all other pertinent supporting documents should be provided to the appropriate Senior Buyer in Purchasing for a review and approval prior to initiating your purchase. Please do not hesitate to contact Purchasing at 348-5230 should you have any questions regarding the sole source process.

Branding and Licensing Approval

The University of Alabama’s Division of Strategic Communications, Trademark Licensing and Procurement Services have joined together to help University Departments and organizations protect and enhance the University’s reputation by ensuring public-facing promotions adhere to the approved brand standards.

Beginning March 1, 2017, the Licensing Approval Form will be the Branding and Licensing Approval Form. This form will be mandatory for any University advertising purchases. This includes but is not limited to print advertising, brochures and other collateral materials, giveaway items, invitations, digital ads and graphics, radio and television ads, outdoor advertisements such as billboards, magazine, and other promotional materials. Promotional items and clothing will continue to use this form as they have previously.

This guidance will also apply to any sponsorships in which UA’s logo or any other artwork will be included in any of the event materials. Prior to obtaining sponsorship approval from Accounts Payable, the sponsorship must be routed through the Branding and Licensing Approval Form process.

For more information on the updated policy, please visit the Brand Approval page on the Strategic Communications website.

Approved Contract Vendors

“I would like to place an order with Company XYZ. I wonder if the University has a contract with them?”

This is a common question across campus. Purchasing has recently enhanced its search function for vendors currently under contract with the University. In most cases, you are able to purchase against current contracts without any constraints or any additional steps above and beyond standard approval processes. You can now easily search the University’s 200+ contracts by vendor name, category or keyword. Please visit our new Approved Contract Vendors page to try these new search features. As always, feel free to contact Purchasing at 348-5230 or a staff member with any questions.

Upcoming buyBAMA Surveys – We Need Your Feedback

Now that most of campus is using buyBAMA, we would like to transition from onboarding users to improving the system. We will be sending out surveys after the holiday break requesting feedback from users. Our goal is to obtain feedback that will allow us to focus improvements on the most important areas of the system based on user experience. The first survey will focus on the Requestor and Approver roles. A second survey will be sent out at a later date that will focus on the Shopper role. Please be on the lookout for these surveys and take the time to help us make the system better. Please continue to email buybama@fa.ua.edu with any questions.

New Contracts Provide Additional Options to Campus for Outbound Shipments

  • January 5th, 2017
  • in News

Need Assistance with your Shipping Needs?

UA Campus Mail Services is always available to assist with any of your shipping needs. They have the ability to rate shop your packages to ensure you receive the best possible pricing for all outbound shipments. Please contact Campus Mail Services at (205) 348-MAIL for assistance.

Prefer to handle your own shipping?

The University of Alabama is pleased to announce the implementation of new programs through NJPA and E&I Cooperative Services with both UPS and FedEx for Express Package and Ground Service Package Delivery. These programs will provide discounted pricing and more options to campus when selecting a package delivery company.

FedEX

Using the new FedEx agreement is quick and easy. To set up a new FedEx account or convert an existing account, just complete and submit an application.

UPS

Using the new UPS agreement is also quick and easy. No action is required from departments that already have an existing UPS account. Click here to set up a new UPS account.

In an ongoing effort to offer options, reduce costs and stretch departmental budgets, it is exciting to bring these options to our UA campus community.

buyBAMA Log-In Update

We are pleased to announce that effective December 6, 2016, campus users will access their buyBAMA accounts using their myBama username and password.  This change will eliminate the need for separate login credentials for buyBAMA.   This change will also allow users to access buyBAMA through the Employee tab of myBama (as shown below), in addition to accessing through the buyBAMA page like in the past.  New users will still need to register for access using the Request/Update Access Form found on Purchasing’s website. Please direct any questions to buyBAMA@fa.ua.edu.

If you have bookmarked the buyBAMA system you will need to update the link:  https://login.ua.edu/cas/login?service=https%3a%2f%2feprocurement.esmsolutions.com%3a443%2fAccount%2fLogonSsoCas%3fid%3d425

mybama-buybama-login

Need a Little Help?

  • October 4th, 2016
  • in News

buyBAMAbuyBAMA: The buyBAMA implementation phase may be drawing to a close, but we are still here to provide buyBAMA users with the resources and support that they need to place orders efficiently. Your continued success is important to us, so when you need a little extra help, we hope that you’ll find our on-demand reference materials helpful. Topics covered include:

All reference materials can be accessed from the buyBAMA webpage. If none of the available resources answer your questions, feel free to contact us at buybama@fa.ua.edu and we will be glad to further assist.

Selecting a Buyer: Our Staff Directory will allow you to access our Buyers by Commodity Type matrix which provides a comprehensive list of all buyers by commodity type.

Customer Service: We understand that online resources may not help solve all of your problems. Never hesitate to give us a call at 348-5230 and we will be glad to personally assist with your purchasing needs.