All Forms

Cell Phone Allowance Request(pdf)

Central Stores Order

Business Card Order

Letterhead and Envelopes Order

Purchasing Card Application(.doc)

Lost/Stolen Purchasing Card Notification(.doc)

Travel Expense Form(xls)

 

 

 

Purchasing Online Training Glossary of Terms

Purchasing 101 Quick Guide
Purchasing 102 Quick Guide
Online Training Modules
Approvals,

Additional:  Additional approvals may be required such as new technology purchases, capital projects, equipment in excess of $5,000, andpurchases paid for with a State, Federal, or private grant or others as required by University policy. 

Department:  Tip: Check with your Budget Officer for any department and division approvals required. 

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Authority,

Limits of: Board-approved policy that lists all individuals that are authorized to sign University purchase orders and contracts

Purchasing: Board-approved policy that may be accessed from the Business and Financial Affairs University Board Approved Policies page

Unauthorized Commitments:  Any purchase commitment that has not been formally approved by the Purchasing Department. 

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Bids, Competitive: Bids that should be solicited whenever the item can be purchased from several different, responsible suppliers.  Competitive bids are required for purchases of $5,000 or more unless there is only one source capable of providing the goods or services. 

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Capital Project Review:  All capital projects, other than minor repairs, must go through a Capital Project Review process to ensure that they are developed in a uniform manner, and so that senior leadership understands and considers the project’s purpose, function, and merit. 

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Contracts, Purchasing: Use a negotiated contract with a purchase order when standard terms and conditions are not sufficient for the service or goods being purchased; the transaction is not a point-in-time event; there are specific performance measures and standards which the supplier must meet in the delivery of goods and/or services which would not be covered by a standard product warranty; the item is being leased or rented by the University rather than purchased, and ownership stays with the supplier.

Additional Documents:  Any documents that are referenced in the contract 

Definition:  A clearly stated definition of the business relationship that contains the legal names of both parties, including the legal status.

Deliverables: Include agreed upon deliverables such as effective date and terms; description of goods / scope of services; pricing; performance standards in the contract. 

Liability Issues:  Include language to address warranties, remedies, risk allocation 

Payment Schedules: Amount and timing of payments, fees, etc. should be acceptable to both parties; you have the ability to comply with them.

Purpose:  The purpose of the contract should be clearly stated and committed to by all parties. Ensure that the contract comprehensively reflects the objectives of the agreement, and that all expected goods and services are explicitly identified.

Review Timeline: Purchasing contracts are typically reviewed within a few days. More complicated contracts generally require a longer timeline

Service Limitations:  A clear statement of the scope of limitations should be included in the contract.  Tip:  Ensure that the contract is not an exclusive contract for the entire University, but rather a contract for just your department. 

Signing: Must have authorization according to the Limits of Authority Board Policy 2.10.030. Most do not have the authorization to sign contracts. If you are not authorized to sign a contract, but choose to sign it anyway, you may be personally liable.

Terms:  Start and end dates stated in contract.  Tip:  Review termination, renewal, and annual services price adjustments where appropriate.

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Direct Pay   Reimbursement payments, or Direct Pays, are used when there is no Purchase Order, and the invoice is less than $900. 

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Equipment Purchases: If the purchase costs more than $5,000, systematic screening requirements may apply.  For more information, review the Equipment Screening Section in the Purchasing Policy Manual. 

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Evaluation,

Objectives: Did the purchase achieve the business objective?       

Transaction: Tip: Provide feedback to Purchasing Services regarding your experience.

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Expenditures, Allowable: All purchases must be in accordance with Purchasing Policies and procedures.  The University Purchasing Policy Manual is on the Purchasing website. 

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Grant, Purchases Funded by: Purchases utilizing grant funds should be made in accordance with project administration and grant accounting processes established by the Office of Research and Sponsored Programs (ORSP).  Tip:  Contact the project administrator before negotiating agreements or making any purchases with grant funds to ensure that proper procedures are followed.

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Goods: Product or property 

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Insurance Coverage:  See Insurance Standard Terms and Conditions for 3rd Party PO’s and Contracts and sample Certificate of Insurance.

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New Technology Review:  Board policy requires that all new technology applications must go through review by the Vice Chancellor of University Technology, the Director of Institutional Compliance and Internal Audit, and the Controller. 

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Propriety Use of University Funds:  Part of the Propriety of Expense Board-approved policy that lists considerations to determine if a purchase is aligned with the University goals. 

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Purchasing Card:  This is a special VISA credit card that bills charges directly to the department. Tip:  you must have an original itemized receipt for EVERY card transaction and maintain a log of your purchases. 

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Purchase Order (PO): Method of ordering goods when the University will own the commodity and the item is covered by a warranty. A contract is required with the PO when DU PO standard terms and conditions are not sufficient for the transaction. Tip:  Review invoice for accuracy, sign and date PO, mark PO “OK to Pay,” and make sure the invoice references the PO number

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Risks,

Controls: The most common method of allocating risk is through identifying the responsibility of each party for third party injuries or damages that may occur by purchasing a good or service.  When a third party takes responsibility for injuries or damages the University wants to ensure that they have the means to financially cover these damages. Tip: Contracts with more inherent risks may require additional insurance coverage, like workers’ compensation, automobile liability, or liquor liability

Potential: Tip: Consider unintended risks. Some types of risk to consider include financial, life safety, reputational, operational, potential for property damage, and travel

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Services: Services might include catering, copy services, consultants, speakers, bartending, musicians, or any type of activity that does not include goods.  

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Shipments,

Receiving: Tip-  Inspect all boxes; verify the number of cartons received agrees with the packing list and with the order; notify Purchasing Services if there is a problem such as damaged goods, shortages, incorrect items, etc. 

Tracking:  Central Receiving will receive all UPS, FedEx, DHL, Airborne, and truck shipments with a University of Denver address. 

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Suppliers,

Assessment of: Determines what the supplier provides, their financial status, references and prior history with DU. 

External: Suppliers that have already been entered into the Banner system. 

Internal: Examples include Facilities for overstock of office equipment, Central Stores for copy paper, DU Bookstore for items needed for immediate use, Sodexo for catering or food, Quick Copy for copy services. 

Negotiations:  Purchasing Services is available to assist with supplier negotiations.  Key areas might be: develop a clear objective and determine what elements of the proposal you want to influence, know what other organizations are paying for similar purchases, maintain records of the negotiation process. 

New External: Suppliers that have yet to be entered into the Banner system. 

Recommendations: Does the supplier have recommendations or suggestions on how to improve future purchasing transactions? 

Satisfaction: Would you recommend using this supplier again? 

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