University P-Card Approval Process for Marketing Materials
Explore the University P-Card approval process for purchasing marketing materials such as advertising, branded promotional goods, and operational/print items. Learn what items are considered marketing materials, who to contact for purchase, and the procedures for reconciliation. Find out how to buy advertising materials through a Marketing Account Manager and get branded merchandise via approved vendors or the campus bookstore. Discover the University Printing Services department for operational/print items and the products they offer.
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P-CARD APPROVAL PROCESS FOR MARKETING MATERIALS Advertising, branded promotional goods and merchandise, and operational / print items
P-CARD APPROVALS PROCESS What are considered marketing materials? How am I able to properly purchase these items? What am I able to purchase with my University P-Card? How do I reconcile my P-Card?
WHAT EXACTLY ARE MARKETING MATERIALS? Advertising All media placements including on-line and print, newspaper, journal, magazine and radio Branded merchandise and promotional goods Staff polos / uniforms Pens, mugs, tote bags, etc. for giveaways Sales of products for fundraising programs Operational / Print Items Table cloths Pop-Up Banners Business Cards Stationary
HOW CAN I PURCHASE THESE ITEMS? Advertising Please work directly with your Marketing Account Manager Find your account manager by visiting University Marketing Website If you are not currently assigned a project manager, e-mail marketing@nau.edu AM s are responsible for developing campaign strategies, managing budgets, ad placement and buys, and analysis and review 4
HOW CAN I PURCHASE THESE ITEMS? Branded merchandise and promotional goods Submit branded merchandise and promotional goods purchase approval form Vendor* Campus Bookstore should be contacted first: 1008gm@follett.com If the Bookstore cannot meet your needs, then a licensed vendor may be used. For more information visit nau.edu/licensing Art Distribution Method 5
HOW CAN I PURCHASE THESE ITEMS? Operational / Print Items Northern Arizona University operates a highly capable and cost-efficient University Printing Services department to meet most of the NAU s printing needs. All University offices and personnel must use University Printing Services for their University printing jobs in excess of their own routine photocopying and desktop printing. A valid university speedchart number is required to make purchases through University Printing Services If an outside print vendor is used, then all print purchases paid with a University P-Card should have an approval from Print Services included with their documentation. 6
WHAT PRODUCTS DOES UNIVERSITY PRINTING SERVICES OFFER? Adhesive Vinyl A-Frame Signs Banner Stand Booklets/Books Bookmarks Brochures Business Cards Buttons Calendars Course Packs Direct Mail/List Cleaning Door Hangers Envelopes Fabric Posters Flags Flyers Folded Cards Folders Forms Handout Cards Labels Large Posters Letterhead Magnets Manuals Newsletter Notepads Packets Postcards Presentation Packets Rack Cards Rigid Signs Signage Indoor and Outdoor Small Posters Static Cling Stickers Sticky Note Pads Table Tents Table Throw Applique Table Throw Printed Tags Tickets Vinyl Banners Vinyl Lettering 7
WHAT CAN I PURCHASE WITH MY P-CARD? Advertising Print, Digital and Social Campaigns, but requires the consultation and approval of Marketing AM assigned to specific Unit Branded merchandise and promotional goods Staff Polos / Uniform items Promotional goods for distribution / fundraising All orders should be submitted to University Marketing / Trademark Licensing for approval before submitting to the University Bookstore or a licensed vendor. The Campus Bookstore is contracted with the University for the exclusive right to sell merchandise traditionally offered in University Bookstores. If the Bookstore is unable to meet your needs, a licensed vendor may be used. Operational / Print Materials NAU Print Services has right of first refusal to produce all goods within their product portfolio. In the event Print Services is unable to meet your needs, only the Manager of Print Services reserves the right to release your order to a vendor outside of the University System. Approved orders placed outside of University Print Services may be paid with P-Card. 8
HOW DO I RECONCILE MY P-CARD IF IVE USED IT TO PURCHASE MARKETING MATERIALS? When reconciling your P-Card where marketing materials have been purchased, be sure to upload the following into On-Base for each transaction: Payment receipt E-mail or approval letter from Marketing / Print Services representative for product or service procured When submitting p-card transactions, please be sure to use the following expense codes: Advertising / Marketing: 750110 Printing / Copy-service: 730350 9
