Understanding Purchasing Forms and When to Use Them

 
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.
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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.


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  1. Understanding Purchasing Forms How do I know which form to use and when it should be completed?

  2. 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.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. 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.

  8. 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.

  9. 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.

  10. 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.

  11. 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.

  12. 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.

  13. 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

  14. 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.

  15. 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

  16. 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.

  17. 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.

  18. 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

  19. 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.

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