VI. APPENDICES

APPENDIX A – Ship-To Codes

These Ship-to codes are available for use by all departments. Most departments use these codes when they want goods delivered to a special address, or they want to pick up the goods, or on confirming orders to avoid duplicate shipments.

Return to Table of Contents

APPENDIX B – The Purchase Order Report

Each night all approved Purchase Orders are processed in PeopleSoft then printed and faxed or mailed by Purchasing the following day. The vendor receives a faxed or original Purchase Order. Confirming orders are not sent to vendors unless Department emails the Req/PO Team and tells them to send the Purchase Order.

When you receive a Purchase Order number on your Home Page on the Purchase Requisitions Application, click on the PO number to review the report for accuracy. Contact the buyer at once regarding any discrepancies. See Purchasing Department names and phone numbers.

Questions? Before calling the Purchasing Department, visit the Frequently Asked Questions page.  If the answer to your question is not provided, contact Chris Leichty or 335-0384.

Return to Table of Contents

APPENDIX C – How to obtain AP/PO Forms

Purchase Requisition for outside vendors: See Purchase Requisitions Application For any questions regarding PReqs, contact Chris Leichty at 335-0384.

Electronic versions of the forms are available for download at different locations on the www.uiowa.edu/~eforms For questions regarding the Electronic Forms contact Mike Cash (384-3724)

Interdepartmental Requisitions see www.uiowa.edu/~eforms.

E-Voucher and invoice (page 1 voucher)

Electronic version: (A/P site for Excel 4.0 for Windows or 5.0 for Windows or a MAC) www.uiowa.edu/~fusap/ap/AP_forms.htm, or
Eforms site in .pdf format. www.uiowa.edu/~eforms/ap/ap.htm (3 part form that may be printed on all white paper)

E-Voucher and invoice Additional Line Item (page 2 voucher)
Electronic version: (Travel site or A/P site for Excel 4.0 for Windows or 5.0 for Windows or a MAC) www.uiowa.edu/~fustd/travel/Travel Forms/travel_forms.htm www.uiowa.edu/~fusap/ap/AP_forms.htm, or
Eforms site in .pdf format. www.uiowa.edu/~eforms/ap/ap.htm (3 part form that may be printed on all white paper)

Make your own copies from the blank form enclosed in these materials (print on all white)

Return to Table of Contents

APPENDIX D – Adjustment Voucher

An adjustment voucher is created when Accounts Payable enters credit memos, charge backs, and/or adjusted invoices in the AP/PO System. Credit memos on purchase orders will create Assumed Receipt or Capital Equipment >$10,000 Voucher reports and the e-mail notification will be included with all other e-mail notifications for vouchers created that day. This credit will be applied to the next available check to this vendor. Reversal Vouchers are created to back out incorrect vouchers or when a credit memo cancels the full amount of the PO Vouchers.  This will reinstate the encumbrance on the Purchase Order.  An email notification will be included with all other e-mail notifications for vouchers created that day.  Verify your statement of account for use.

Return to Table of Contents

APPENDIX E – Interdepartmental Services

The following is a list of some departments that provide goods and services to other departments on campus. Remember that Interdepartmental Requisitions do not flow through the Purchasing Department, so all questions should be directed to the department providing the service. Since departments do not always have access to the ship-to codes mentioned earlier, please include any ship-to information in the body of an interdepartmental requisition. This will help ensure that the material or service is delivered to the correct destination. Although Interdepartmental Requisition forms are used for most interdepartmental transactions, note that General Stores and Material Services Processed Stores require the use of their own order forms. Link:  E-Forms.

Return to Table of Contents

APPENDIX F – Procurement Card Risk

The University agrees to share with the department the risk associated with the use of the Procurement Card when the following measures have been taken:

• The Cardholder/Department promptly contacts Purchasing (335-0389 or 335-0385) Department when there is reason to believe that a card has been lost, stolen or misused.
• The Cardholder/Department maintains the actual card and card number in a secure and safe place to avoid "unauthorized" individuals access to credit card information.
• Cardholder/department adheres to the written terms and agreements contained in the University Procurement Card Manual and Procurement Card Agreement.
• Cardholder/Department instructs all authorized users of the above mentioned guidelines, and periodically reminds users of the accountability requirements.
• Cardholder/Department reviews Procurement Card billing monthly to confirm that the card's use is limited to purchases for the benefit of the University.
• Should a Cardholder terminate employment with the University or transfer between departments, the user department has the specific obligation to reclaim the Procurement Card and return it to the Accounts Payable or Purchasing Department prior to the employee's termination date.

Return to Table of Contents

APPENDIX G – University of Iowa Non-discrimination Statement

The University of Iowa prohibits discrimination in employment and in its educational programs and activities on the basis of race, national origin, color, creed, religion, sex, age, disability, veteran status, sexual orientation, gender identity, or associational preference. The University also affirms its commitment to providing equal opportunities and equal access to University facilities. For additional information on nondiscrimination policies, contact the Coordinator of Title IX, Section 504, and the ADA in the Office of Affirmative Action, (319) 335-0705 (voice) or (319) 335-0697 (text), 202 Jessup Hall, the University of Iowa, Iowa City, Iowa, 52242-1316.

Return to Table of Contents

APPENDIX H – Anti-Kickback Regulations

United States Code Annotated
Title 41 Sec. 51-58 Anti-Kickback Act of 1986
Code of Federal Regulations
Title 29 Sec. 3.1 et seq. Kickbacks and Federal Funding
The State Code of Iowa
Iowa Code Chapter 68B Conflicts of Interest of Public Officers and Employees
The Iowa Administrative Code
Chapter 681-8.9 Prohibited Interest in Public contracts
The Board of Regents Procedural Guide
Sec. 10.09 Conflicts of Interest of Public Officers and Employees
Sales and Purchases and Prohibited Interest in public contract
Sec 10.20 Conflicts of Interest of Public Officers and Employees
The University of Iowa Operations Manual
Sec 30.012 Other Accounts
Sec 30.050 Policy and Procedures on Gifts, Grants and Contracts
Sec 30.112 Conflict of Interest
Sec 30.113 Purchases from Staff

Return to Table of Contents

APPENDIX I – National Association of Educational Buyers (NAEB) Code of Ethics

1. Give first consideration to the objectives and policies of my institution.
2. Strive to obtain the maximum value for each dollar of expenditure.
3. Decline personal gifts or gratuities.
4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or third party review, insofar as the established policies of my institution permit.
9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
11. Foster fair, ethical and legal trade practices.
12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

Return to Table of Contents

APPENDIX L – Links

Assumed Receipt/Non-Equipment/<$10,000 Voucher
Capital Equipment and/or >$10,000 Voucher Report
Commodity Assignment List
Iowa Sales and Use Tax Exemption Form
Library Electronic Journals Listing
Vendor Application form

Return to Table of Contents