**NEW** Gifts, Awards, and Prizes Policy effective July 1, 2022
Date Approved Mar. 1, 2022
This policy is intended to clarify the University’s expectations and requirements regarding purchasing gifts, gift cards, awards, and prizes utilizing university and student funds. In addition, this policy outlines when gifts, gift cards, awards, and prizes may be appropriate, the proper procedure for submitting recipient information, the corresponding tax treatment, and to help prevent any potential fraud or misuse of university resources.
This policy applies to all Pacific University employees, students, and non-employees associated with the University.
The policy is approved as of 3/1/22 but will have a grace period for potential consequences or sanctions for violation of the policy until 7/1/22.
PUNID Required to view policy.
To meet deadlines, process invoices, reimbursements, and PO’s/BPO’s you currently have multiple options.
Send your Documents Electronically
This method is preferred at this time.
Purchasing will accept scanned copies of receipts with DocuSign budget approval. The budget authority should scan the requests to email@example.com. Please ensure that the packet is complete and legible. Do not overlap receipts— the full receipt/invoice must be viewable for auditing.
Please note: A live signature is required on reimbursement requests when the payee has direct deposit. However, if the payee is unable to sign the request they need to acknowledge in their email that they understand the funds will be direct deposited. Remember: Payroll and Accounts Payable direct deposits are separate systems.
Deliver your Documentation to the Purchasing Lock Box
Outside of the purchasing office - we are located in Scott Hall Room 201 - is a locked mailbox. You may place your items for purchasing in this box. The box will be checked daily Mon-Friday.
Deliver Requests to the Mail Room
Mail Services is located in the UC on the lower level. There is a mail slot to the left of the main entrance to the mail room. Please refrain from calling CPS as their time should be reserved for emergencies.
Overview of Services
The Purchasing Policies and Procedures manual above provides an overview of services offered by the Purchasing Department. More information specific to PCards, Purchase Orders, Capital Equipment, and vendors can be found below.
Purchasing Card Manual (pdf) **Revised 7/1/2022**
Purchasing Card (PCard) forms:
Gift, Award or Prize forms:
Shred Northwest: Shredding - contact firstname.lastname@example.org for all information
- Sierra Springs: Bottled Water/Coffee 1-800-492-8377
- J Thayer: Office Supplies/Furniture
- Office Depot: Office Supplies/Furniture
- Multipurpose Machines (Copiers)
- Copy Machine Procedure (pdf)
Furniture — Standards
Office Depot - Eric Bell - 415-254-5227 phone - email@example.com
J. Thayer & Company - Tony Hanauska - 503-684-7874 phone - firstname.lastname@example.org
Fiscal Year End Deadlines
Grants & Sponsored Research
General Contact | Fax 503-352-2904 | email@example.com
Tracy Losli | Purchasing Manager
503-352-2275 | firstname.lastname@example.org
Tana Spiering | Senior Purchasing Assistant
Mailing Address | Purchasing, 2043 College Way, Forest Grove, OR 97116
Location | Scott Hall, Room 201
Office Hours | Monday through Friday | 8:00 a.m. to 5:00 p.m.
Toll Free | 877-PAC-UNIV (ask for ext. 2275)