Frequently Asked Questions

FAQ - Internal Departments


Below are some of the most frequently ask questions to the purchasing department. Click here for questions related to vehicle rental. If your question remains unanswered, please review our purchasing manual.

▼   Q: How do I look up a J Number?

A: There are multiple ways to look up a J Number, depending on your report access in Banner.

1. The "FTMVEND" Search Function: Click the down arrow within FTMVEND or type "FTIIDEN" in banner's "Go To..." search function. Click the red "X" (Cancel Query) in the top middle and then the "Rollback" arrow in the top left. Deselect "Vendors" and Select "All". Click in the "Last Name" Field and type in the Last Name or Vendor Name. (Note: This search function is case sensitive. If you type %aram% for Aramark, it will not show the correct Vendor. You must capitalize the A: "%Aram%")


2. The "FOAIDEN" Search Function: Click the down arrow within FOAIDEN or type "GUIALTI" in banner's "Go To..." search function . Type what information you have into the appropriate field (line 1) and execute query (F8). If you are unsure of the spelling of a name, Type "%" before and after a portion of the word. Note: the less you type, the greater the chance that the correct J Number will appear on the list. (Example: If you are looking for the vendor Aramark, type "%aram%" and then hit F8)

▼   Q: How can I have an individual's name in Banner changed?

A: Name change requests must be in writing and include your student ID or social security number, your name PRIOR to the change, as well as your new name, date of birth, marital status (unmarried, married, widowed, separated), your signature, and a copy of one of the following court generated documents:

Birth Certificate
Marriage Certificate
Court Order/Divorce Decree
Social Security Card
Passport or Visa (Required by international students. Must be original)

You may also download a "Change of Name" form. The University reserves the right to request more than one form of documentation for verification purposes.

The requested documents should then be submitted to the Purchasing Department.

▼   Q: How do I create a requisition in Banner?

A: The booklet instructions on creating a requisition in Banner can be found on our E-Forms page. Click here.

▼   Q: I submitted a Purchase Requisition. Who still needs to approve it?

A: In Banner, you can see who has approved your requisition and who has yet to approve:


Approval Needed: Type "FOAAINP" in banner's "Go To..." search function. Type your Requisition number in the Document field. 'Type' will automatically fill. Click the "Next Block" Icon (or Ctrl + Page Down). There may be multiple levels of 'Queue ID' that show up. All remaining levels of approval must be satisfied before the requisition can become a Purchase Order.


Approval History: If you would like to know who has already approved your requisition, and when - Type "FOIAPPH" in banner's "Go To..." search function. Type your Requisition number in the Document Code field. Hit the F8 button (or click on the Enter Query icon followed by the Execute Query icon). Those who have already approved your Requisition will appear on the right with the date in which they approved.

▼   Q: Does my Purchase Requisition have a Purchase Order number yet?

A: To see if a PO Number has been assigned to your Requisition in Banner:


Type "FOIDOCH" in banner's "Go To..." search function. Type "REQ" in the section for Document Type. Enter your Requisition Number as the Document Code. Click the "Next Block" Icon (or Ctrl + Page Down). If your requisition shows a corresponding purchase order number below, that number has been assigned. If only a requisition number appears, a PO Number has yet to be assigned. You may want to check that all approval queues have been cleared. See above "I submitted a Purchase Requisition. Who still needs to approve it?"

▼   Q: How can I see if an invoice has been paid?

A: To check the status of payment against a Purchase Order in Banner:


Type "FOIDOCH" in banner's "Go To..." search function. Type "PO" in the section for Document Type. Enter your Purchase Order Number as the Document Code. Click the "Next Block" Icon (or Ctrl + Page Down). A list of any invoice associated with the Purchase Order will be listed. A Status of "O" denotes an open/unpaid invoice. "P" denotes the invoice has been paid. Corresponding Check Numbers will be listed to the right. (Note: ACH payments have "!" in front of the check number)

▼   Q: Where/How can I purchase Office Furniture?

A: Due to the high volume of furniture purchases during each Fiscal Year, all furniture must be ordered through the USA Campus Bookstore, State Contract or a Cooperative Purchasing Contract.

Please reference: State Contracts - Cooperative Purchasing Contracts

*You may not order from other local stores (ex. Staples, Office Depot). Click Here for Details. This includes using personal funds and requesting reimbursement.

▼   Q: What do I need to have a vendor set up?

A: Individuals need to fill out and submit both a W-9 and an Authorization for Electronic Direct Deposit Form.


A: Companies need to fill out and submit both the Vendor Registration Form and Electronic Direct Deposit Form. (Foreign companies should submit a W-8BEN or W-8ECI)


All forms are available: here.

▼   Q: What is the current bid threshold?
A: The current bid threshold, as per the Alabama Competitive Bid Law, is $15,000. Any purchases in excess of $15,000 must be competitively bid unless a competitively bid contract has previously been established.
▼   Q: How can I determine if a contract exists for the products I need?
A: All currently active contracts can be viewed under the Contracts menu tab on the Purchasing web page.
▼   Q: Can I split an order among two or more Limited Purchase Orders in lieu of issuing a Banner requisition?
A: No, splitting an order among two or more Limited Purchase Orders in lieu of issuing a Banner requisition is a violation of USA Business Office policies.
▼   Q: What are my options for renting a vehicle?

A: For vehicle renting options, click here.

A: For additional questions concerning vehicle rentals, check out our FAQ page for rentals here.

▼   Q: I have received a credit application. How do I proceed?

A: Please refer to the information on our "Credit Application Process" Page, found here.

A: No, splitting an order among two or more Limited Purchase Orders in lieu of issuing a Banner requisition is a violation of USA Business Office policies.