Purchasing and Contract Services

Business Form Descriptions

PAYMENT REQUEST FORMS

Authorized Order Form

This form is used when an original order form for an item is not available or when information is taken from script within a magazine article or from a website.  This will notify the vendor who to send the item (s) .

Cash Advance – Non-travel

These are to be used for emergency purchases that require someone to get supplies within a short time frame and cannot go through the established purchasing procedures.  Detailed explanations as to who/what/where/why, etc. with a maximum of $500.00 to be cleared within 48 hours.

Cash Awards

This form is to be completed when a group or organization issues a cash prize for an award or for an actual prize from a chance contest.  Note:  The ‘cash’ prize would be in the form of a check.

The individual (s) being awarded these prizes must complete the form and sign as recipients.

Direct Pay Authorization Form (Paper)

This document is used when central A/P have received one invoice from a vendor who has included several departmental charges on the same invoice…An example would be for advertising. 

Central A/P requires this authorization to charge the departmental account directly in order to pay the invoice.

Honorarium Payment Authorization –

Itemized Reimbursement (Non-travel)

 Provides the central A/P office with details on the business purpose and what/why something was purchased – when reimbursing an individual.  All receipts must be original and taped to 8x11 paper as backup.  

Manual Check Authorization

To be used when requesting a manual check from the Imprest Fund on an exception basis.  These checks are cut in the central A/P office, as needed.  All the same pertinent back up information is required prior to the processing of these checks.

Petty Cash

Use for travel and supplies reimbursements under $200/slip – w/ original receipts

TRAVEL FORMS

Manchester Airport – Parking

In order to receive the benefit of FREE parking at the airport while on business travel (only ) for the college, one MUST complete this form and process it with the Sheriff’s office on location.  If this form is not submitted, the free parking will not be allowed.  Parking at Manchester Airport only – is a non – reimbursable expense because of this benefit.

Travel Advance Request

This is completed when traveling on university business.  Funds are available for out of pocket expenses such as meals (not provided for by conference), parking, tolls, tip/taxes, and ground travel.  Mileage reimbursements to/from locations are reimbursable expenses only and not available for the advance funds.  To be submitted 48 hours in advance of trip to the Travel Office.

Travel Expense Voucher

This document is to be used after a business trip has been completed to report all business expenses incurred on that trip.  All original receipts must be attached. 

REQUEST FOR BIDS/PROPOSALS/INFORMATION

Bid Request Form 

This form should be completed to request a formal, sealed bid (expect total cost of goods or services to exceed $10,000) to be done by Purchasing.  The completed form may be sent directly to Heather Huckins, Manager of Purchasing and Contract Services via e-mail or fax depending on the format. 

Exception to Bid Request Form 

This form must be completed when an order for goods or services exceeds the formal bid limit ($10,000) and the Department has a bona fide reason to contract with a particular supplier rather than going through the formal bid process.  Please note that failing to anticipate needs because of a lack of proper planning is not an acceptable reason for an exception to bid. 

Sole Source Justification – use “Exception to Bid” form

CONTRACTS

Consultant’s Agreement (for Physical Plant only) includes links to Agreement, Amendment to Agreement and Instructions for Hiring a Consultant.   This form is used exclusively for contracting with architects, engineers and other professionals providing consulting services for construction and capital planning projects.   These forms should be completed as agreed-upon with the consultant, signed by the PSU employee responsible for the project (“Hiring Administrator”) and the consultant, and forwarded to the Manager of Purchasing & Contract Services for review and signature.

Contract Indemnification Amendment – This form is to be included as an amendment to any contract from an external party (i.e. we use the contractor’s form instead of a PSU contract).   This covers PSU for any damages or injuries caused by the contractor/entertainer during the course of providing their services.   The Form should be provided to the contractor for signature, attached to the contract and forwarded for signature as appropriate depending on the location of the event:

• Hartman Union Building (HUB) = Director of the HUB

• Silver Center for the Arts (SCA) = Director of SCA

• All other locations on or off campus = Manager of Purchasing and Contract Services

Independent Contractor Agreement 

(replaces Service Provider) includes links to Agreement, Amendment to Agreement and Instructions for Hiring an Independent Contractor.  This form is used for contracting with individuals (rather than companies or employees) to provide services over a period of time (not 1 or 2 days) other than entertainment or presentations that cost $3,000 or more.  This would generally be used for program reviewers, marketing and advertising design professionals, sound and light designers, etc.  These forms should be completed as agreed-upon with the Independent Contractor, signed by the Hiring Administrator and the Independent Contractor, and forwarded to the Manager of Purchasing and Contract Services for review and signature. Note: If hiring an Independent Contractor for services costing less than $3000.00, enter a requisition with all appropriate information and no other documentation is required.  

Standard Performance/Presentation Agreement 

This form is to be used when contracting with performers, entertainers, speakers, workshop facilitators, etc. whose program or event is limited in duration (1 or 2 days) and does not require complex terms and conditions.   This form should be completed as agreed-upon with the Performer/Presenter, signed by the Hiring Administrator and the Performer/Presenter, returned to the Departmental Business Manager to process document information and forwarded for signature as appropriate depending on the location of the event:

• Hartman Union Building (HUB) = Director of the HUB

• Silver Cultural Arts Center (SCAC) = Director of SCAC

• All other locations on or off Campus = Manager of Purchasing and Contract Services

OTHER FORMS

M.I.S.P. Deposit Form

This form is completed with all the appropriate back up documentation when expenses have to be credited back into a departmental account.  This could range from vendor refunds to repayments of incorrect expenditures against an account.  They are processed at the Bursar’s office.  The actual correction to the account will occur via a journal transaction from the Controller’s office.

Purchasing Card Application

Sample Signature Form

A card must be completed each time there are personnel changes within a department.  These could be department chairs, staff or anyone designated by the chair to authorize expenditures to be made against the account. 

Supplier Registration Form

(Substitute W-9) with instructions

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