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Frequently Asked Questions

How do I obtain a vendor number for a vendor not on the vendor listing?

A completed IRS Form W-9 must be submitted to the Office of Purchasing.

Which purchases must be bid?

The State of Alabama Competitive Bid Law requires that purchases for like items exceeding $15,000 to be purchased during a fiscal year must be bid.

What is an open purchase order?

An open purchase order is used when the budget manager expects frequent small purchases to be made from the same vendor.

Who has the authority to sign a contract for the University?

The President, the Vice President for Administrative and Business Affairs, and the Director of Procurement & Fixed Assets.

Can I amend a purchase order?

Quantities or prices for items on the original purchase order may be increased, but new items cannot be added to a purchase order after the purchase order has been issued. Shipping/freight charges are not considered new items.

How do I find a vendor number?

In Banner Self Service, use Code Lookup at the bottom of the requisition form (change type to "Vendor"). In Administrative Banner, use form FTMVEND. Click on the arrow box by Vendor and use F8 to query.

How do I determine which expenditure object code to use for a purchase?

In Banner Self Service, use Code Lookup at the bottom of the requisition form (change type to "Account"). In Administrative Banner, use Form FTMACCT. Use F8 to query. Call the Office of Purchasing if assistance is needed.

Can a purchase order be charged to more than one budget unit or object code?

Yes, the Banner Self Service requisition form allows up to five (5) FOAP entries for a requisition.

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