The Business Services Department contributes to the day-to-day operations of the University in a variety of ways including oversight of the bookstore, food services, the mail center, purchasing, risk management, student health insurance, travel, and more. Members of the Business Services team stand ready to assist and support Samford faculty, staff and students throughout the calendar year.
Preferred Vendors
When purchasing for your department or area, please use Samford University’s preferred purchasing platforms to take advantage of cooperative contract pricing. These options offer built‑in tax exemptions, competitive pricing, and added value—resulting in savings for both your department and the University.
Amazon Business Prime (For PCARD Users)
Samford PCARD users may enroll in the University’s Amazon Business Prime account, which provides:
- Free Prime Shipping
- Sales tax exemption
- Business pricing and quantity discounts
- Dedicated customer support (1‑866‑486‑2360)
Important reminders:
- Purchases must be paid only with a Samford PCARD.
- Samford PCARDs may not be used on personal Amazon accounts.
- Business Prime accounts must use a Samford email address; personal accounts should use personal email.
- All business purchases must be shipped to a Samford University address. Business‑related purchases may not be shipped to residential or off‑campus addresses.
- To request access, email purchasing@samford.edu.
Bulldog Buys
Bulldog Buys is a one‑stop online shopping platform available to all Samford PCARD users.
- Single sign‑on with Samford credentials
- Pre‑approved contract pricing
- Access to vendors such as Staples, Lowe’s, Grainger, and more
- Continually expanding supplier network
Additional Cooperative Purchasing Options
Samford also participates in cooperative purchasing consortiums that offer additional savings, including Promoting Independent Higher Education.
Participating consortiums include:
- AAICU / OMNIA Partners
- A Better Way to Buy
- Group Purchasing / GOVMVMT
- Cooperative Purchasing Organization
- Cooperative Contracts for Education
For more information, contact purchasing@samford.edu.
Creating a Purchase Requisition in Banner
Purchases of goods or services in excess of $1,000.00 made on behalf of the University require a Banner purchase order for payment to be issued. Securing a purchase order begins by entering a requisition in Banner. Once a requisition has been entered and completed, it is then forwarded to the designated University officials for approval via electronic approval queues. A PO number will be emailed to the requestor upon assignment by a member of the Business Services team.
Receiving – All purchase orders over $1,000 require receiving.
Printed and signed POs - If a vendor requires a printed and/or signed PO, email the request to purchasing@samford.edu. Be sure to include the PO number in your request.
Standing Orders – During the requisition entry process, include “STANDING ORDER’ in the comments box located in the date section if the requisition needs to be a standing order.
Video tutorials are available in the Banner Training Module of Canvas. You may also contact a member of the Business Services team for assistance at purchasing@samford.edu or extension 4068.
New Vendor Requests and Vendor Updates
New Vendor Requests
To have a new vendor added to Banner, complete the New Vendor Request Form below. A member of the Business Services team will process the request and notify the requester of the Banner vendor ID number via email.
Processing times depend upon how quickly the vendor provides a completed W-9. If the vendor has provided a completed W-9 directly to the requester, please forward the document to purchasing@samford.edu upon completion of the New Vendor Request Form. Otherwise, the Business Services office will contact the vendor for a completed W-9 on the requestor’s behalf.
Vendor Information Updates
Email vendor address change requests to purchasing@samford.edu with the subject line VENDOR ADDRESS CHANGE. Please include the vendor’s Banner ID number and new address information with your request.
If the address change is due to new ownership or restructuring of the company, a new W-9 will also be required.
Purchasing Cards
Samford’s Purchasing Card (PCARD) Program is administered by the Finance and Business Affairs Division in partnership with Regions Bank. A Samford PCARD allows approved cardholders to make authorized, non-restricted retail purchases. In addition, cardholders may use the PCARD for travel-related expenses in accordance with university policy.
If you have any questions or need assistance, please contact:
Julie Myers
Executive Assistant & Divisional Operations Manager • Finance and Business Affairs
205-726-4084
jbmyers@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
PCARD Policy Highlights
New purchasing cardholders are required to participate in an individualized policy review session with a Business Services team member before activation of a new PCARD. The following general guidelines apply to all PCARD users.
- PCARDs may be used for non-restricted retail purchases under $1,000 three times per day with a maximum of $2,000 during a 30-day billing cycle.
- PCARDs are for Samford business use only; no personal use.
Spending Limits
- Retail Purchases
- Single transaction limit: $1,000
- Maximum of three transactions per day
- Monthly aggregate limit: $2,000
- Travel Purchases
- Monthly aggregate limit: $8,000
- No single‑transaction or daily limit
- PCARDs may be used only for legitimate University business; personal purchases are strictly prohibited.
- Cardholders should avoid excessive spending on food and entertainment, especially when only employees are involved.
- May not be charged to a University PCARD:
- Regular staff meetings
- Non‑business departmental or divisional events (e.g., birthdays, retirements, holiday parties)
- Meals for individual employees (unless traveling on university business)
- Meals for spouses (unless guests’ spouses are included with a documented business purpose)
- Drinks, coffee, or snacks unless part of an approved meal
- Cards must be protected at all times and may not be shared.
- Splitting transactions to bypass limits is prohibited.
- Cardholders must retain documentation, upload it monthly to Spend Clarity, and review transactions with a clear business purpose.
- Approvers must review and approve or disapprove transactions monthly.
Sample Prohibited Transactions
The following items may not be purchased with a University PCARD:
- Alcohol
- ATM withdrawals
- Capital expenditures
- Cash advances
- Charitable contributions
- Computer hardware or software
- Gift cards
- Traveler’s checks
- Utilities
Sales Tax Exemption
Samford University is a 501(c)(3) nonprofit organization and is exempt from sales tax on tangible items. Cardholders are responsible for ensuring sales tax is not charged when the exemption applies.
- A sales tax exemption certificate may be requested by emailing tax@samford.edu.
Visa Spend Clarity
Visa Spend Clarity is Samford’s program for reconciling PCARD charges. Spend Clarity is accessible through a web browser and mobile app. Business Services will provide cardholders with Spend Clarity set-up information and instructions during the initial PCARD orientation session. PCARD users should upload itemized receipts including business purposes for each charge before the 5th of the month following the purchase. Extensive Spend Clarity instructions and guidance are available within the program’s online help section.Forms
Select the appropriate card from the dynamic forms listed below. Request will be submitted electronically to pcard@samford.edu.
Purchasing Policy
The University's Purchasing Policy is designed to streamline the vendor search process and reduce costs for departments. Contact Wade Walker, Director of Business Services, with any questions. pwalker@samford.edu (205) 726-2916.
Receiving Instructions
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.
Travel
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.
Employees can create their profile after logging into the Samford Portal. The Travel Profile link is listed under Employee Resources
If only reserving a vehicle use this Enterprise link for your reservation to avoid a service charge of $5.00.
Sign up for the premier rental program designed to offer you the benefits and rewards you deserve.
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
706-314-8684
office@eaglechristiantours.com
School Transportation Solutions
301 Fl Shuttlesworth Drive
Birmingham, AL 35234
Phone: 205-324-4024
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