Understanding Purchasing Forms and When to Use Them
Locating and completing purchasing forms is essential for managing procurement processes efficiently. Forms such as Purchase Justification, Emergency Procurement Justification, Sole Source Justification, and Change Order Form have specific purposes and guidelines for completion, ensuring that necessary approvals are obtained for purchases. It is crucial to provide detailed information and follow the required procedures outlined for each form to facilitate seamless transactions.
- Purchasing Forms
- Procurement Processes
- Purchase Justification
- Emergency Procurement
- Sole Source Justification
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Presentation Transcript
Understanding Purchasing Forms How do I know which form to use and when it should be completed?
Locating Purchasing Forms Purchasing's Internal forms can be found on the Purchasing Website through MyUCA. Login to MyUCA Search for Purchasing and click on the Shopping Cart Icon in the search results About halfway down the page you will see the word Forms in blue. Click on it and it will take you to all of the forms discussed in the next few slides.
Purchase Justification Form When should it be completed? For any of the reasons listed on the form. Purchasing may sometimes require you to complete this form for other items not listed. For P-Card, it should be completed and approved by the Vice President or Provost before the purchase is made. For Requisitions, it must be completed and approved before the Purchasing Department will process your requisition. It is best to complete this form the same day as your requisition. What information should be on the form? Provide a brief description of your requirements for the item(s) you are requesting and the productivity enhancements it will provide. Common Mistakes Incomplete Justification Descriptions: T-shirts for ABC Event Apple iPad Membership Dues These descriptions do not provide how they will benefit the University or enhance productivity. All required signatures are not obtained prior to submitting to Purchasing Department.
Emergency Procurement Justification Form When should it be completed? When a purchase is needed ASAP ( emergency ) and it will not be able to follow normal purchasing procedures. Must be completed and approved before the purchase is made. What information should be on the form? All fields should be filled in . Be sure to answer question number one and two in detail. If you have a quote or additional information please attach it with the form.
Sole Source Justification Form When should it be completed? When it is determined only one vendor/individual can provide the service or product needed. What information should be on the form? The form is straight forward in what is requested. Be sure to provide complete sentences with details for an accurate review of your request. Note: It is very rare that only one vendor/individual can provide a service or product. Better quality, lower price, immediate need, etc. are NOT considered Sole Source Justifications.
Change Order Form When should it be completed? Anytime you have a Purchase Order(PO) that needs to have a change in price, quantity, item, taxes, shipping, or any other reason. What information should be on the form? There is detailed instructions on the purchasing website right below this form for the 4 most common change orders. Common Mistakes Be sure to use your Encumbrance as your PO Previous Total NOT the Balance on the PO. If you have multiple lines we must know which line(s) it is that you need the change applied too. The Buyer is an employee of the Purchasing Office. If it is a standing order you are not required to fill in the middle boxes on the form. Just check a box and fill in the PO Previous and New totals. If it is not a standing order you must fill in the middle boxes plus the PO Previous and New total.
Banner Ship To Form When should it be completed? If you go to FTVSHIP in Banner. Click Filter and search for either the previous contact or building. When you find your code if any of the information listed is out of date or incorrect then please complete this form. What information should be on the form? Fill in the blanks with the requested information. Common Mistakes Not filling in the Ship To Code at the bottom of the form The Department Name is not typed exactly as you want it to appear on your PO s.
Improper Purchase Authorization Form When should it be completed? Anytime a product or services has been ordered or received before a PO number has been issued. You have an invoice dated before a PO is approved. What information should be on the form? Why the item(s) or services were purchased without going through the proper purchasing authorization first. Common Mistakes Copy of Invoice/Receipt is not attached as backup documentation. The form does not contain all approval signatures before arriving in the Purchasing Department.
Official Functions Food Approval Form When should it be completed? Most departments already have completed this form but if you are a new department or if your department has not done so and you plan to buy food or other miscellaneous items such as the items listed then you will need to complete this form. If your department has completed the form before but did not check a box that needs checked then you will need to complete this form. What information should be on the form? Be sure to check all boxes that apply. If you are not sure if your department will need to ever do one of the boxes there is no harm in checking it to be on the safe side. Common Mistakes This form only has to be completed once and is good until your department head gives the Purchasing Department notice in writing that it is no longer valid. You do not have to do this form each fiscal year.
Printing Request Form When should it be completed? When you need to have something Printed instead of Digitally Copied. Printing is defined as the process that requires the document to run through a printing press using printers soybean ink, not toner. Complete this form when you complete your requisition. What information should be on the form? As much of the requested details as possible for accurate bid specifications. If there is a deadline for when you need the materials by be sure to list that date. Otherwise the default is 10 working days after the vendor receives the artwork. Common Mistakes Not providing detailed specifications such as size or color, if it folds, will it be stapled?, does it bleed? Etc. Without these details it could make the bid process take longer than normal. Requesting Proof be submitted in digital and hard copy. This can not be done, you must select one method, either a digital proof or a hard copy proof. Not both.
Request for Proposal (RFP) Request Form When should it be completed? The main reason lies in the fact that some solicitations, generic specifications may not be available or prove too difficult to draft. Furthermore, the use of a conventional evaluation based solely on price for awarding a contract may not get the product or service required. Many complex products and services cannot be obtained by conventional bidding based solely on the lowest price. This is the reason why we may choose an RFP over another form of procurement such as an Invitation for Bid (IFB). An RFP is a great tool to use in soliciting proposals from vendors for products and services that cannot be evaluated by cost alone. The Purchasing Department will make the determination if the RFP method should be is used. Examples: 1. Professional and Consultant Services where the fees will exceed $20,000.00. Professional services consist of personal services, which are professional in nature, of an individual or individuals who are not employees of the State of Arkansas. (employee benefits consultant, capital campaigning consultant, etc.) 2. Technical & General Services with an initial contract amount that will exceed $20,000.00. Technical and general services involve time and labor and are evaluated on the quality of work the results produced. (Installation and purchase of equipment, software program purchases such as PeopleAdmin or OrgSync/CampusLabs) What information should be on the form? All blanks should be filled. Common Mistakes Not attaching your full specs to the form. A good RFP Specification can help ensure you have the right vendors submitting proposals for the correct service and product.
Vendor Performance Report Form When should it be completed? When you have a bad report related to a purchase you have made. It does not have to be after the purchase is complete it can be during the ordering process at any time. What information should be on the form? Straight forward form just fill in the required blanks.. Details! Provide all the details you can about the issue that occurred. The best thing is usually to attach email conversations between yourself and the vendor for Purchasing to get a better idea of what happened and determine a time line of how long the issue has been going on. Common Mistakes Not providing enough details or documentation to support the issue. Not completing this form when your department has an issue.
Employee/Student Vendor Form When should it be completed? When an Employee or Student needs to have an AP/PO Address in order for a requisition to be completed in their name. This form should be completed by the department. What information should be on the form? Everything listed Students do not require a Campus location. Common Mistakes Using the incorrect vendor form Listing the Home address also as the Campus address for an Employee. (ok for student) Missing Signature
Business Vendor Registration Form When should it be completed? When you have checked FTIIDEN and did not find the vendor in our system. This form should be completed by the Vendor. What information should be on the form? Must fill out all requested information on the form. Common Mistakes Using this form for an individual who does not legally have a business with a tax ID#. For example a DJ doing business using their SS#. Leaving the 3 questions at the bottom of this form incomplete The correct W form is missing. (W-9, W-8 or W-7) The Legal Business Name listed does not match the W-9 (or W-8/W-7) TIP: Have the vendor send the form and W-9 (or W-8/W-7) directly back to you. Because if they have a DBA (Doing Business As) you can see it on their W-9 and will know how to search for the vendor in banner once setup.
Vendor Add/Change Address, and Name Change Form When should it be completed? When the vendor (Individual or Business) is already in our system and just needs a new address or name change. This form should be completed and signed by the Department. What information should be on the form? All information that must be changed. Vendor ID Number, Signatures, and Department information. Common Mistakes Using this form for changes to Employees or Students. The Requested by and Approved by signature is from the Individual or Company and not the UCA Department. Not submitting a W-9 (W-8 or W-7) for Name Change
New Individual and Refund Request Vendor Form When should it be completed? If you need to setup a new individual. If you need to setup a individual or company for a refund. This form should be completed by the Department. What information should be on the form? All information requested unless it says otherwise Common Mistakes A Refund is not the same as a Reimbursement. Refund is when someone has paid for something like an event and they need their money back and UCA does not plan on doing future POs to them. A Reimbursement is for UCA EMPLOYEES ONLY. Do not use this form for Employees or Students or any vendor/individual that is already setup in the system. Purchasing terminates Refund Only vendors 3 months after setup Signatures should be from the department not the individual or company.
W-9 For US Companies or US Citizens When should it be completed? When you are sending in a new vendor request form. (An individual or company that is not in Banner) Or when a individual or company has had a name change. What information should be on the form? Required Numbers: 1, 3, 5, 6 Required Parts: Part 1 & 2 with Signature Common Mistakes Not filling in all required sections. Mostly #3 and Signature. Companies will skip Number 1 and fill in Number 2 for DBAs (doing business as). Then we are not sure if #2 is their legal business name just in the wrong area or if they forgot to fill in their legal business name.
W-8 For Foreign Companies or Individuals that are not US Citizens When should it be completed? When you are sending in a new vendor request. (An individual or company that is not in Banner) Or when a individual or company has had a name change. What information should be on the form? Required: Part 1: Numbers 1, 2, 3, 4 Required: Part 2: Numbers 9 Required: Part 4 Signature
W-7 Application for IRS Individual Taxpayer Identification Number When should it be completed? When an individual needs a Taxpayer ID number. What information should be on the form? All sections indicated unless it says otherwise.
