PAR Instructions

When to submit a PAR

This request should be submitted for all non-travel-related purchases which includes: 

• PCard 
• Marketplace 
• Invoices 
• Non-travel related reimbursements 

Important information

Note the following before and after submitting a request. 

• You must be connected to the VPN or on a computer that is connected to the campus network to access the PAR. 
• Gatorlink login is necessary to access the PAR. 
• Clear cache and cookies by selecting the All Time range, close out all open browser tabs, and allow pop-ups in your browser. 
• After a request is submitted or revised, you must close any browsers associated with the request completely. If this is not completed the form will be locked and unable to be processed. 
• To remove a locked request, log into the web client here https://docs.erp.ufl.edu. A box will pop up showing locked objects with the option to remove the lock (see image below). Select document then select remove lock. The image below shows an example of the screen in OnBase.

Instructions

Retroactive requests

Select box if this request is retroactive for already purchased items. Example: urgent items purchased from the Fisher store. 

Requestor Information

1. Enter your UFID. Press tab on your keyboard. Your name and department information will auto-populate. NOTE: **If your information does not populate when entering your UFID, insert the name of the fiscal staff member supporting the transaction in the, “Are you requesting this purchase on behalf of someone else?” field. 
2. Are you requesting this purchase on behalf of someone else? (Be advised that an email will be sent to both the requestor and the person for whom you are requesting) 
   • Within the dropdown menu, select Yes or No. *** If yes, a new information section will appear to select the requestor’s name. Begin entry of the last name, a comma, and first initial (no space between comma and first name); e.g.: smith,j. Select the name of the person you are requesting on behalf of. 
3. Select a “Unit Requesting Purchase” option from the dropdown menu. 

General Purpose Information

1. Request Title 
2. Is this a recurring charge? (Recurring charges are routine goods or services on a prearranged schedule i.e., monthly phone bill, Xerox, etc.)
   • Recurrence End Date – Select the date the reccurring charges will end. 
   • Expected Frequency – Select frequency of charges: Weekly, Biweekly, Monthly, Quarterly, Semesterly, or Other. If Other is selected indicate the frequency in the Other field. 
3. Do you have a PCard that you intend to use?
   • Select Yes or No from the dropdown menu. (All PCard holders will be responsible for providing appropriate backup documentation to UFGO delegates, including the preapproval, invoice, and receiving documentation.) 
4. Is this purchase sponsored externally by an agency such as NIH, DOD, or non-UF Foundation?
   • Select Yes or No from the dropdown menu. 
   • Hint: IDCs and startup funds are internal not external funds. 
5. Is this a request for personal reimbursement? a. Select Yes or No from the dropdown menu. 
6. Description of Funding Source(s):
   • If the purchase is research related, please enter the project name or number. 
   • If the purchase will be paid from multiple sources, identify the corresponding percentage or amount of the purchase associated with each funding source. 
7. Shipping Location a. Select an address from the dropdown menu. 
   • Be sure to fill out each field in this section. Amazon purchases require a P.O. Box number if the shipment is to a Gainesville campus location. 
8. Is this an urgent request? Within the Dropdown menu, select Yes or No. Contact your fiscal staff for urgent requests. 
9. Date Needed By:
   • Select a date from the calendar selector.
   • Please allow 2-3 business days for approval and 2-3 business days for processing. 
10. Business Purpose (Benefit to UF): 
    • From the dropdown menu, select Administration, Clinical, Instruction, or Research. 
11. How does this purchase support your research and/or department?
    • Please use the free-text box to explain. Examples include:
      • Reagent required for immunological based inquiry of sponsored research samples. 
      • Toys to be used as compensation for participants as per approved study protocol. 
      • Oxygen tanks to be used during tissue harvests. 
12. If a risk assessment is required and you have been provided a risk assessment number from UF Information Security, please enter here. If a risk assessment number is not required, please leave this field blank. 

Item information (*required item)

1. Type*: from the dropdown menu, select one of the following:
   • Good/Item 
   • Software 
   • Service 
   • Computing Device/Cell Phones/Cloud Services (This selection will route through PHHP IT for review) 
2. Vendor: enter the vendor’s name 
3. Manufacturer Item Number: enter if known from the manufacturer/vendor website 
4. Description*: enter description of item (Example: paper, pens, oxygen tank, etc.) 
5. Quantity*: enter number of items being purchased 
6. Est Price Per Unit*: enter price per item 
7. Hyperlink: type or paste a hyperlink to the item requested for purchase 
8. Line Item Comments: please enter any additional information you feel necessary for the related item 

Comments

This section allows for any additional information you feel is necessary related to your purchase request. 

1. Date: automatically generated with comment entry 
2. Author: automatically generated with comment entry 
3. Comment: enter your comment(s) here 

Attachments

Please attach any supporting documentation here. Examples include, but are not limited to, emails, quotes, invoices, receipts, signed and dated packing slips, sole source justifications*, risk assessment**, or supporting documentation. Attachments can be uploaded to a request at any time, even after the request has been processed. 

*Sole Source Justifications are for items or services that are only available from a single vendor, regardless of its price. This may be due to uniqueness, recent technology (potentially under patent protection), etc. Sole source justifications are not because of pricing, expedient delivery, and/or preference. 

**A Risk Assessment may be required for hardware, software, cloud services, applications, and/or services (new or renewal) requiring network connections, migrations, upgrades, and/or enhancements. All requests are reviewed for the following criteria: security, privacy, and alignment with the university’s technology goals. 

Submit option

1. Select Save for Later or Submit Now from the dropdown menu. 
2. Click “Submit”
   • You will receive an email confirmation with a link to your request. 
   • Once submitted, no changes can be made to the request unless revisions are requested. Attachments and comments may be added at any time to a request. 

Additional information

Request for revisions

Periodically, a request for revisions will be necessary. When this action is selected by a member of the fiscal team, an email will be sent to the requestor indicating the requested revision. Upon receipt of the email:

1.Click the embedded link to access your request (be sure to allow pop-ups within your internet browser). 

2. A new window will open showing the request (see image below). 

3. Select your revised request (blue highlight in the image above). 

4. Make the requested revisions, then click save (on the bottom left of the form). 

5. Select Resubmit for Approval (see yellow highlight in the image above). 

6. As shown below, you will have the ability annotate your revisions within the text box, select “Yes” from the dropdown menu for the question “Are you sure you want to return for revisions?” then click submit. Your request is now resubmitted for approval and processing. Close the browser after this step has been completed. 

Custom email

You may receive a custom email related to a specific request. When this action is selected, a custom email will be sent to the requestor. Custom email details can be viewed within a request by clicking on the notes at the bottom left of the request (see highlight in image below). 

Access submitted requests

Click the button below to access all the requests you have submitted. 

Buy Again feature

Use this feature to copy a previous request that has been fully processed in the PAR. 

1. Click on the button below to access all the requests you have submitted.

2. Select the PAR you would like to copy by double clicking on the request.