Emergency Purchases & Reimbursement

April 9, 2020

The following guidelines should be followed when making purchases that support the transition to distance education and remote operations during the COVID -19 pandemic.

COVID-19 Normal Purchasing Process: If you are able to use our normal purchasing process, please provide additional justification as to how it relates to COVID-19 in the requisition.

COVID-19 Emergency Purchase Criteria – Outside Normal Purchasing Process

Item is critical to respond to COVID-19 issues, including working remotely, and
Item is not available through the normal purchasing process, and/or;
Item is needed sooner than can be obtained through normal process.

COVID-19 Emergency Supply or Equipment Purchase Process

1. Confirm the supply or equipment purchase meets the criteria above.

2. Send an email to receive approval:

Supply: Supervisor/Dean
Equipment: Jim Temple at jim.temple@canyons.edu

3. Make the purchase using personal funds and keep all receipts and documentation.

4. Work with Supervisor/Dean who will complete/submit the Direct Pay Voucher Form.

Include information regarding the purchase.
Use Budget Code: 11-XXXXX-00-677210-XXXX.
Include Direct Pay Voucher, approval email and receipts.
Email to accountspayable@canyons.edu or mail to Fiscal Services.

5. The reimbursement check will be mailed to the employee’s home.

Equipment Purchase

The item generally has a useful life over 1 year that would be repaired vs. replaced.
The item will need to be returned to campus to be asset tagged as district property.

Note: Gift card purchases are only allowable under certain circumstances.

Questions? Contact Jason Hinkle at (661) 362-3420 or jason.hinkle@canyons.edu.