Looking to make a purchase for your department? Be sure to take advantage of Samford University's preferred vendor relationships. These partnerships provide access to cooperative contract pricing, tax-exempt purchasing, competitive discounts, and additional benefits designed to help maximize your department's budget while supporting responsible stewardship of University resources. Some of our most frequently used vendors include Amazon Business, Staples Business Advantage, and B&H Photo. Watch for a forthcoming resource guide featuring a comprehensive list of vendors and services available to the Samford community.

Amazon Business Prime (For P-Card
Users)

Samford P-Card users can enroll in the University's Amazon Business Prime account and enjoy:

• Free Prime shipping
• Sales tax exemption
• Business pricing and quantity discounts
• Dedicated customer support (1-866-486-2360)
• Important Guidelines
• All purchases must be made using a Samford PCard.
• Samford P-Cards may not be used on personal Amazon accounts.
• Amazon Business accounts must be registered with a Samford email address.
• Personal Amazon accounts should use a personal email address.
• All business purchases must be shipped to a Samford University
  address. Items may not be shipped to residential or off-campus locations.

Please email purchasing@samford.edu. To receive the invitation to join the Samford Amazon Business Account.

For additional information on preferred vendors please contact the team att purchasing@samford.edu.

Purchases of goods or services totaling more than $1,000 on
behalf of the University require a Banner purchase order (PO) before payment can be issued.

To obtain a purchase order:

1. Enter a requisition in Banner.
2. Complete and submit the requisition.
3. The requisition will route electronically through the appropriate approval queues.
4. Once approved and assigned, the system will email a PO number to the requestor.

Receiving Requirements

• All purchase orders over $1,000 require receiving to confirm that goods or services have been received.

Printed or Signed Purchase Orders

• If a vendor requires a printed or signed copy of the purchase order, email purchasing@samford.edu and include the PO number in your request.

Standing Orders

• If a requisition should be established as a standing order, enter "STANDING ORDER" in the comments field during the requisition entry process.

Training and Support

• Banner requisition training videos are available in the
  Banner Training Module in Canvas.
• For assistance, contact the Business Services team at purchasing@samford.edu or extension 2917.

New Vendor Requests

To add a new vendor to Banner, the New Vendor Request Form must be filled out and submitted. Processing time depends on how quickly the vendor provides a completed W-9. If you already have the vendor's W-9, please email the copy to purchasing@samford.edu.

New Vendor Request Form

Vendor Information Updates

To update a vendor's address, email purchasing@samford.edu with the subject line VENDOR ADDRESS CHANGE. Include the vendor's Banner ID and the updated address information. If the address change is due to a change in ownership or company restructuring, a new W-9 is required.

Samford University's Purchasing Card (PCard) Program is administered by the Finance and Business Affairs Division in partnership with Regions Bank. The P-Card provides approved cardholders with a convenient method for making authorized University purchases and paying for eligible travel-related expenses in accordance with University policy. P-Cards are available to full-time employees with approval from their supervisor, Budget Office, Dean, or Operations Manager. Cardholders are responsible for complying with all University purchasing policies. Misuse of a P-Card may result in the suspension or revocation of cardholder privileges.

Please contact:

Julie Myers

Executive Assistant and Director of Business Services

205-726-4084
jbmyers@samford.edu

Monica Sun

Assistant Director

205-726-2917
tsun@samford.edu

 Lucas Thornton

Purchasing Card Administrator

 205 –726-4578
lthornt1@samford.edu

PCARDs are issued to full time employees with the approval of an employee’s supervisor, Budget Office, Dean, or Operations Manager. Misuse of the PCARD can result in having PCARD privileges rescinded. 

Under Regioins Purchasing Card Set Up and Maintenance Form, completed request will be submitted electronically to  pcard@samford.edu 

Purchasing Card Manual Visa Spend Clarity User Guide

Requesting a P-Card

To request a new P-Card or update an existing account, complete the appropriate electronic form below. Once submitted, the form is automatically routed for review and processing.

• Missing Receipts Form
• Purchasing Card Request - Grant Funding
• Purchasing Card Request - Standard Retail and Travel
• Purchasing Card Request - Travel Only
• Temporary Purchasing Card - Limit Increase Request

Who is eligible for a Samford P-Card?

P-Cards are issued to full-time employees with approval from their supervisor, Budget Office, Dean, or Operations Manager.

Is Training Required Before I Receive a P-Card?

Yes. Before a new P-Card can be activated, cardholders must:

• Complete an individualized P-Card policy orientation session with a member of the Business Services team.
• Successfully pass the P-Card Certification Test.

Card activation will not occur until both requirements have been completed.

What can I use my P-Card for?
P-Cards may be used for authorized, non-restricted University business purchases and approved travel expenses in accordance with University policy.

Can I use my P-Card for personal purchases?

No. Personal purchases are strictly prohibited, even if reimbursement is intended.

What are the spending limits?

Retail Purchases

• $1,000 per transaction
• Maximum of three transactions per day
• $2,000 monthly limit

Travel Purchases

• $8,000 monthly limit
• No daily or per-transaction limit

Can I split a purchase into multiple transactions to stay under the limit?
No. Splitting transactions to circumvent spending limits is prohibited

Can I share my P-Card with another employee?

No. P-Cards must be safeguarded and may not be shared with anyone.

Are meals, entertainment, and travel expenses allowed on a P-Card?

Yes, certain business-related meals, entertainment, and travel expenses may be charged to a University PCard when they comply with University policy. Cardholders should exercise good judgment and ensure all expenses are reasonable, adequately documented, and support a legitimate business purpose. For specific guidelines on allowable expenses, documentation requirements, and approval processes, refer to the Travel, Entertainment and Business Expense Procedures. Located at https://www.samford.edu/departments/accounting/default

Policies

• Travel, Entertainment and Business Expense Procedures

The following expenses are generally not permitted on a P-Card:

• Regular staff meetings
• Employee celebrations, retirements, and holiday parties
• Meals for individual employees unless traveling on University business
• Meals for spouses unless supported by a documented business purpose
• Coffee, snacks, or beverages that are not part of an approved business meal
• Regular staff meetings
• Employee celebrations, retirements, and holiday parties
• Meals for individual employees unless traveling on University business
• Meals for spouses unless supported by a documented business purpose
• Coffee, snacks, and beverages not associated with an approved business meal.

What purchases are prohibited?

Examples of prohibited transactions include:

• Alcohol
• ATM withdrawals
• Cash advances
• Capital expenditures
• Charitable contributions
• Computer hardware or software
• Gift cards
• Traveler's checks
• Utilities

What documentation is required?

Cardholders must:

• Retain itemized receipts
• Upload supporting documentation to Spend Clarity each month
• Provide a clear business purpose for every transaction

What are approvers responsible for?

Approvers must review and approve or disapprove cardholder transactions each month.

Is Samford exempt from sales tax?
Yes. Samford University is a 501(c)(3) nonprofit organization and is exempt from sales tax on most tangible goods.

How do I ensure sales tax is not charged?

The University's sales tax exemption number is printed on each P-Card. Cardholders are responsible for informing vendors of Samford's tax-exempt status and ensuring sales tax is not charged when the exemption applies.

How do I obtain a sales tax exemption certificate?
Request a sales tax exemption certificate by emailing tax@samford.edu.

What happens if a P-Card is misused?

Misuse of a University P-Card may result in the suspension or revocation of P-Card privileges and may lead to additional corrective action.

• Remember: Use your P-Card only for official University business, maintain proper documentation, and review transactions promptly to ensure compliance with University policy.

Receiving Your New P-Card

As part of receiving a new Purchasing Card (P-Card), the cardholder will participate in an of the Purchasing Card Program. This overview explains how the card may be used and includes:

• Retail transaction limits and sales tax exemption requirements.
• Prohibited transactions
• Travel and entertainment purchases, including a review of the Travel and Entertainment Policy provided to the cardholder.

Upon completion of the Purchasing Card orientation the cardholder is required to sign the Cardholder Agreement Form.

Activation of Purchasing Card

The cardholder should visit the Business Services website through Samford Portal:  Samford University Purchasing

Under Purchasing Card Certification Test the cardholder should select the appropriate link to access and complete the required P-Card Certification training.

P-Card Certification Requirements

• Cardholders are given two attempts to pass the P-Card Certification test.
• Upon successfully passing the certification test, the cardholder must contact the P-Card Administrator to request activation of their purchasing card.
• The P-Card may not be used until activation has been completed by the P-Card Administrator.

This process helps ensure that all cardholders understand program requirements, purchasing policies, and compliance expectations before using their P-Card.

• Link to access the course
• Self-enroll link

Samford University's purchasing card reconciliation Visa Spend Clarity, is available through both a web browser and mobile app.

Mobile App setup and training resources are available by selecting theses links.

The University's Purchasing Policy is designed to streamline the vendor search process and reduce costs for departments. For questions, please contact:

Julie Myers

Executive Assistant and Director of Business Services

205-726-4084
jbmyers@samford.edu

Monica Sun

Assistant Director

205-726-2917
tsun@samford.edu

 Lucas Thornton

Purchasing Card Administrator

 205 –726-4578
lthornt1@samford.edu

SU Purchasing Policy

All purchase orders valued at over $1,000 require receiving before being paid by accounting. The receiving process functions to ensure appropriate expenditure of university funds.

The requisition’s creator should view and inspect all items to verify receipt and condition. Upon verification of receipt of goods or services, the receiver should complete the receiving process in Banner. Once a receiving number has been assigned, add the “Y number” to the invoice and email to invoices@samford.edu with a subject line including the first letter of the vendor’s name. If the Banner requestor is unsure of receipt of goods or services, supporting documentation from another employee who can verify receipt should be obtained.

Receiving should be completed promptly upon receipt of merchandise or services. Delayed receiving will delay Samford’s payment to the vendor.

For additional guidance on completing receiving, review the tutorial video below or contact a Business Services team member at ext. 4068 or purchasing@samford.edu.

Receiving Process Video Training

Samford University travelers are encouraged to book their business travel using their pcard through the Christopherson Business Travel Management Tool. This travel management tool provides our travelers with access to their integrated technology platform AirPortal^®. When making travel arrangements such as airline tickets, hotel rooms, and car reservations, travelers can use one simple login and securely manage all of their business travel needs.

Car Rental

Hotels

If you have any questions about local hotel or car rental requests, please contact Monica Sun for more information.

Charter Bus

For charter bus rentals, the requestor must work out a contract with the charter company personally.  We commonly use these companies:

Charter Bus Rentals

JAT, Inc. dba Thrasher Brothers Trailways
6400 1st Avenue South
Birmingham, AL 35212
Phone: 205-591-8811

Eagle Christian Tours
706-314-8684
office@eaglechristiantours.com

School Transportation Solutions

301 Fl Shuttlesworth Drive
Birmingham, AL 35234
Phone: 205-324-4024

Reimbursement Policies and Procedures

• Travel, Entertainment and Business Expense Reimbursement
• Student Travel Procedures