The Grants & Contracts team provides the following post award and faculty services. 

• Review and Monitor Sponsored, Discretionary and Faculty Startup  Expenditures
• Financial Reports
• Monthly system-generated financial reports
• Quarterly financial reports and account summaries
• Quarterly PI meetings to review accounts
• Review & Approve Financial Transactions
• Subaward Management
• Request invoices and submit payments for outgoing subawards
• Submit invoice and process payments for incoming subawards
• Track amendments/budgets/compliance/deliverables
• Closeout subawards as needed
• Winter & Summer Supplemental Compensation Plans
• Financial Reporting for Sponsors

Who Is My Fiscal Officer?
Click here for a list of fiscal officers by department.  For general assistance with post award services or faculty accounts, please email hmbc-grants@arizona.edu

• A PCard is a university credit card for traditional small dollar purchases not to exceed $10,000 that is used wherever Visa is accepted.  See the Financial Services PCard Start to Finish Guide for full details.
  
  

  General Purchase Process: 

  1. Obtain approval from the account supervisor for the purchase before making the transaction.

  2. Complete the purchase and attach all itemized invoices/receipts to the completed Engineering Business Center-South form within three days of purchase.

  3. If the purchase is made online, provide the final itemized invoice with shipping details.

  4. For business meals, conferences, and/or travel, attach applicable supporting documentation such as a list of attendees, agenda, flyer, email announcement, or travel authorization.

  5. To check out the Departmental PCard, visit the operations team at the EBC-S business center during  designated hours: Monday-Friday, 8:30 am to 4:30 pm.  All cards that are checked out  must be returned the same day before the close of business.

  
  Student Clubs Only:

  • Student clubs must obtain account supervisor’s approval before making the transaction. 

  • Follow the above steps and attach approver’s communication with itemized invoices/receipts to the completed Engineering Business Center-South form within three days of purchase.

   

  For more information on PCard processes:
  Itemized Receipt or Invoice
  Documentation Requirements & Reconciliation
  Frequently Asked Questions - PCard

UA Employees & Student Workers

• If a purchase order is required or preferred, a requisition through UAccess Financials AZ BuyWays is an option for easy ordering and discounts.

• From the Financials homepage, click Orders on the left, then click Shop Catalogs and a list of vendors will appear. Once you’re ready to check out, fill out the requisition with your account number. If you need assistance, please contact the EBC-S Business Office.

• For purchases over $10,000, submit a purchase order request to EBC-S by filling out the Engineering Business Center-South form  and include all required documentation.

• Download the Purchasing Thresholds and Sales/Use Tax (PDF)  for more information and determining the proper purchasing method.

 

Student Clubs Only:

• Students that are not UA employees do not have access to AZ BuyWays. 

• A representative of the student club must submit a purchase order request by filling out the Engineering Business Center-South form and include all required documentation:

• Detailed order listing as much information as possible

• Account supervisor’s communication approving the purchase.

When purchasing items at the Campus Store, please use the Service Billing form located at this site.

• Select "Service Billing Form".
• Sign in using your UA email address.
• Enter your name on the first line, your fiscal officer’s name for department funding or grant funding, then click "Send".
• On the next page enter all information at specified areas.
• Click submit at the bottom of the page. If the submit button doesn’t show, then there is  missing information.

When purchasing at University Vendors, such as the Student Union, an Internal Billing is the preferred method of payment.  You must know your account number at the point of purchase; if you don’t know your account number, you may purchase with a personal credit card and request reimbursement.  In either case, you will need to provide a business purpose and the required documentation by submitting a completed Engineering Business Center-South form within three days of purchase.

A PCard is to be used only for purchases from external (non-University) Vendors per Policy 9.01 Determining Purchasing Method

• Always obtain approval from the account supervisor before making a purchase.

• After completing the transaction, attach all required documents (itemized invoices/receipts and any necessary supporting documentation, such as agenda, flyer, conference details)  to the Engineering Business Center-South form.  To ensure timely processing, attach a complete, signed Employee Reimbursement Request.

• Receipts must clearly show the purchaser’s name and the actual amount charged to the card. 

• Note: All invoices, including Amazon invoices must state "Shipped" or “Delivered”.

For more information on expense reimbursements:
Employee Reimbursements
Itemized Receipt or Invoice
Payment Reason Guidelines
DV Notes & Attachment Guidelines

• Rent vehicles at low rate: UA is contracted with Avis and Enterprise and the rental includes a damage waiver when you use the UA rate agreement code. A damage waiver is NOT ALLOWED when renting vehicles domestically when it is an added option.
• For international travel, damage waivers are allowed and are encouraged.

For more information on vehicle rentals and transportation policies:
Transportation Policy 14.15

PRE TRAVEL

Important: A travel authorization must be obtained before departure for all official University travel, regardless of the funding source. Travelers that depart without an approved Travel Request are in violation of University policy.

Domestic Travel: Submit the completed form at least two weeks before your departure.

International Travel: Submit the completed form 30 days before departure and complete the University International Travel registration. A UA Travel Registry submission is required for all international travel.

• The SAP Concur tool is to be used for submitting a Travel Authorization when traveling domestically and internationally.

• The SAP Concur tool can also be used for booking travel.

• See EBC-S  Summarized Concur Instructions (PDF) for using the SAP Concur tool.

• If you are taking personal time during travel, contact the EBC-S Business Center prior to booking.

“Failure to obtain prior approval may result in the department's discretion to deny reimbursement if the traveler is non-compliant with institutional policy”. 14.10 Travel Authorization
“The authorization for travel status is required prior to departure for official University travel activities regardless of funding source.” 14.10 Travel Authorization

POST TRAVEL

• If submitting a travel reimbursement, complete the Engineering Business Center-South form within 60 days of return.

• If a travel advance was issued, it must be settled within 10 business days after the completion of the trip per policy 14.11 Travel Funding.

• Attach all itemized invoices/receipts along with any necessary supporting documentation, such as agenda, flyer, conference details, or travel authorization (if applicable) to the Engineering Business Center-South form. 

For more information on domestic and international travel:
Business Travel Start to Finish
Travel Policy 14.00

• When federally sponsored funds will be utilized for travel, refer to the Fly America Act section in the UA Financial Services Manual 14.15. The Fly America Act requires travelers to use U.S. flag carriers regardless of costs or convenience.

• All receipts need to be itemized, show the amount of the purchase, the date of the purchase, the name of the vendor, and the business purpose of the purchase.

• Order Confirmations/Acknowledgements are not considered final invoices.

• For Business Meetings - provide agenda or flyer, itemized receipts, a list of attendees and their affiliation with UA.

• Do not purchase alcoholic beverages.

• Gratuity must be 20% or less.

• For Conference Registrations - provide a screenshot of conference details, i.e., name, location and date with registration confirmation.

• A detailed business purpose is required with all purchases that explains how the purchase benefits the University of Arizona. 

• Sharing individual PCard with others is not allowed per UA Policy 9.10.

• Best business practice is to ship items to a valid university address; if orders are shipped to a non-university address or your home address, a memo of explanation must be provided per UA policy 9.10. 

• The purchase of foreign services/software is not allowed on a PCard per UA Policy 9.00 and FSM Purchasing Methods.   Contact the EBC-S business center prior to ordering to determine the correct ordering method.

• The purchase of hazardous and biohazardous material is not allowed on a PCard per UA Policy 9.00 and FSM Purchasing Methods.  Contact the EBC-S business prior to ordering to determine the correct ordering method.  

• No personal expenses are allowed on PCards per UA Compliance FAQs.

• Engineering Business Center-South Form

• Business Purpose Guide

• DV Notes & Attachment Guidelines

• General Expenditure Policy 9.10

• Itemized Receipt / Invoice Requirements

• Itemized Receipt Documentation Requirements & Reconciliation

• Payment Reason Guidelines

• PCard Compliance FAQ’s

• PCard Start to Finish Guide

• Purchasing Methods

• Purchasing Thresholds and Sales/Use Tax (PDF) 

• Reasonable Expense Guide

• Travel Authorization Request

• International Travel Registry

• Travel Safety & Compliance Policy

• Travel Policies