UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.16
DATE: 10/28/98
REVISION: 05/18/2003
 

PURPOSE

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the procedure for the procurement of promotional items.

POLICY

Promotional items may only be procured to promote colleges, the hospital and campus programs.

PROCEDURE

The UAMS Appropriation Act contains special language allowing the procurement of promotional items for authorized departments.

Definition: Promotional items shall be defined as commodities that carry a graphic image to promote services and programs within the campus. Promotional items shall be procured to promote the colleges, hospital and campus programs.

1. An on-line requisition should be sent to the Procurement Services Department. A memo of justification must be faxed to the buyer or justification noted in the comments section of the requisition.

2. UAMS is appropriated a maximum dollar amount each year for promotional items. To ensure the budget is not exceeded, a special BAP code is noted on each purchase order. Procurement Services is responsible for ensuring BAP code 28 is noted on each purchase order for promotional items.

Examples of approved promotional expenditures: Recruitment for teaching programs, nurse recruitment incentives, items procured by the Communications Department to promote the UAMS Medical Center hospital programs and items that promote each of the Colleges.

Plaques for student achievement and for the termination of employment at UAMS are authorized expenditures. Plaques for personal achievement by employees are not allowed.

3. The procurement of promotional items shall follow all procurement and accounting rules and regulations.