The Business Services Department supports the University's day-to-day operations by providing services related to procurement, requisitions, purchase orders, Banner training, vendor setup and maintenance, purchasing cards, domestic travel arrangements, and vehicle rentals. Dedicated to service excellence, our team partners with faculty, staff, and students yearround to support the University's operational and business needs.
Preferred Vendors
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.
Creating a Purchase Requisition in Banner
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:
- Enter a requisition in Banner.
- Complete and submit the requisition.
- The requisition will route electronically through the appropriate approval queues.
- 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 and Vendor Updates
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 attach to the New Vendor request Form (below) or email it to purchasing@samford.edu Otherwise, Business Services will contact the vendor on your behalf.
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.
Purchasing Cards
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 Meyers
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.
Purchasing Card FAQs
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
PoliciesThe 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.
Visa Spend Clarity
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.
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