Types of Purchases

Apple Computer

The University of Central Oklahoma's Office of Information Technology has entered into an agreement with Apple Computer to become an Apple Authorized Campus Store.  To assist the University in meeting its contractual requirements with Apple, a new procedure for UCO purchases of all Apple products and services has been created (Effective July 1, 2010).  

Apple / Central Tech Store Purchases       

Awards & Trophies

Must be a part of an established annual awards program. Documentation is required; examples of approved documentation are: program, flyer, advertisement, or online information describing the event, which can be printed and signed by the Dean or Director of the department.

Gift Certificates

The purchase of gift certificates is not allowed by ProCard. Any requests for gift certificate purchases should be routed to the Purchasing office on a requisition and paid from a Hospitality organization only, per a bona fide award program.

Hotels/Lodging

Designated cardholders only may make hotel transactions with their ProCards, effective 11-17-11.  Using this method, the payment information takes care of the reservation through payment completion.  Travel documentation will show a ProCard direct pay.  Travelers, however, should be prepared to provide a personal credit card at the time of hotel check-in to cover incidentals.  Note, the same travel request and other requirements still apply, and any expense in excess of conference or CONUS rates will require traveler reimbursement.  Following are required and recommended documents for the ProCard holder's file:   

• Required: Conference agenda with dates and designated lodging to include nightly rate; if lodging is not designated, attach CONUS rate for City & State.
• Required: Lodging receipt showing total amount paid and zero balance.
• Recommended: A copy of the traveler's out-of-state travel request, or traveler's reimbursement request.

Meals and Refreshments

Food or beverage purchases may require the Meal and Expense Reimbursement Form (MERF) which must detail the public purpose served by the purchase and contain appropriate signatures as designated on the form. 

Do I need a MERF form for my purchase?  A MERF form is required if food or beverage is for consumption in conjunction with an event or meeting, including ice purchased for such events or meetings.  Food purchased for educational purposes such as a class lab or Central Station food preparation and account coded to Educational Supplies does not require a MERF.  The purpose for the food purchase for educational use should be documented on the requisition or in the Notes field for ProCard purchases.

ProCard purchases are also subject to on-campus food service contract terms. Click here to view the Food Service Contract details.

Registrations

UCO Purchasing policy regarding the prepayment of registrations applies to both the ProCard and Banner requisition methods of Purchasing.  The Prepayment of Registrations Form is required and will be kept with departmental records for all ProCard registration purchases.

Shipping

Returns or other items that need to be shipped from UCO can be mailed with the assistance of the UCO Inventory & Receiving Department.  Please complete the UPS Shipping Form with financial manager signature and call or fax the form to Central Receiving.  The item will be picked up from the sender and mailed by UPS.  The shipping expense will be paid by Central Receiving and reallocated to the appropriate organization.  Use of individual ProCard accounts is restricted for this type of purchase.  Updated 5/30/12

Technology Purchases

The first step to purchasing all computers, software and computer supplies is to look at the information available at the "Tech Store & OIT Purchasing" tab on the UCO Office of Information Technology website. Complete instructions are available for student, staff and UCO departmental purchases.

Only external supplies for departmental use may be eligible for purchase with ProCard.  Note:  iPad purchases require a requisition.  I/T quote and approval are needed; attach to your requisition.

Specific questions may be addressed to the IT help desk at support@uco.edu or the UCO ProCard Administrator.

Teleconferencing, Web Conferencing Services

Contact the Technology Resource Center at 974-5595 or the service desk at support@uco.edu.  For more information, reference the UCO Multimedia Standards from the Office of Information Technology.  Individual ProCard accounts should not be used to acquire these services and may be declined.  Updated 5/30/12