Stephen F. Austin State University

Purchasing Manual

Detailed purchasing manual of all rules and regulations associated with various types of purchases.

FRS Online Requisition Manual

Step-by-step instructions for entering a requisition on-line in the FRS system.

FRS Object Codes - Alphabetical

Alphabetic list of object codes for use when entering requisitions on-line.

FRS Object Codes - Numerical

Numerical list of object codes for use when entering requisitions on-line.

Printing Specifications

Printing Specifications To be used for specifications related to printing jobs that will require a formal solicitation.

Sole Source/Product Justification

To be completed when a purchase is requested for an item(s) without brand and/or vendor competition.

Tax Exempt Letter

To be used when a vendor needs information regarding SFA's tax exempt status. There is no tax number.

Disclosure of Substantial Interest

Used by employees to disclose any person or entity with which the officer or employee has a Family, Financial or Personal Relationship that could lease to a conflict of interest; reference Policy C-27 Purchases From Employees.

P-Card Program Guide

Detailed manual of all the rules and regulations associated with using the PCard and documentation requirements for the Oracle System.

P-Card Program Quick Reference

One page summary of steps for making and documenting purchases with the P-Card.

P-Card Application

Must be completed and signed by department head for end user to receive a P-Card.

P-Card Dispute Form

Must be completed and submitted to the P-Card Coordinator and Accounts Payable Supervisor when the end user wishes to dispute payment of a PCard charge.

NOTE: Tax may not be disputed — it must be paid and credit received.
NOTE: Partial charges may not be disputed.

P-Card Documentation/Problem Resolution Form

Document unusual circumstances surrounding purchases and file with the receipt/invoice to which it applies.

P-Card Exception Form

Must be completed anytime the P-Card Coordinator approves an exception to rules in the P-Card Program Guide

P-Card Use Form

Used to document the Cardholder's willingness to allow another employee to use his/her card and understanding of the Cardholder's responsibilities.

Property Manual

Detailed property manual explaining all aspects of property management.

Certification of Physical Inventory with Change in Department Head

To be used when there is a change in the department head (interim or permanent).

IDT

To be used when departments are transferring surplus to another department for a charge.

Missing, Damaged, or Stolen Property Report

To be completed and submitted to Property Manager within 24 hours of property being reported missing or stolen.

Removal of Property from Campus Request

To be completed and submitted to Property Manager when University property is being removed from the campus.

Responsible Party Termination/Transfer

To be completed and submitted to Property Manager within 30 days of the transfer or termination of an employee designated as a Responsible Party on property records.

Property Transfer Form

To be used to document the transfer of property between departments, or to/from Surplus Storage.

Salvage Property Request

To be used to obtain approval and document that property is being cannibalized or discarded.