Purchase Requisitions should include a written agreement signed by the Supplier agreeing to provide the service indicating the specified terms including location, service to be provided, event dates and dollar amount.
It is easier for both the Department and Purchasing when travel expenses are going to be paid, to simply voucher these charges directly using an Invoice Distribution Form, rather than making a separate item on a Purchase Requisition due to exact costs being unknown.
NOTE: If a check is to be given to the Supplier immediately after the service, an Invoice Distribution Form must be submitted with the Purchase Requisition including any necessary attachments. The Invoice Distribution Form must state the date when the check will need to be picked up and list the name of the individual(s) who are authorized to pick up the check in Accounts Payable. (Photo ID required.)
If a check is to be mailed to the Supplier after the event, the Supplier must sign the "Sellers Certification" section of the Invoice Distribution Form or provide Accounts Payable with an itemized invoice, complete with remittance address.
Please allow two weeks lead time prior to the event when submitting a Purchase Requisition. Allow six weeks lead time if the amount to be paid is $20,000 or more.
Travel expenses for Suppliers can be vouchered directly to Accounts Payable on an Invoice Distribution Form, including receipts and a W-9.
Lodging and meals for University employees are to be paid using a Travel Expense Voucher.
The following statements will be placed on the Purchase Order:
For payments over $20,000, an Acceptance Copy of the Purchase Order and a Contract Certification form will be mailed or faxed or emailed to the individual, which must be signed and returned prior to completing the Purchase Order.
Purchase Requisitions $20,000 or over, require either competitive bidding or Sole Source Justification. If bidding, the Department must complete a Request for Proposal and a Purchase Requisition and submits documents to Purchasing. When a Sole Source Supplier is essential, the Department must prepare a Sole Source Justification form with rationale justifying this need, along with a Purchase Requisition and submits documents to Purchasing with a completed SIUE Independent Contractor's Analysis form. Only the Director of Purchasing can approve Sole Source Justification requests.
If the individual is listed in a grant, forward a copy of the fully executed grant with the Purchase Requisition and Sole Source Justification memo to Purchasing, along with a completed SIUE Independent Contractor's Analysis form.
For orders of $20,000 or over, Departments must submit a Purchase Requisition six weeks prior to the event to allow for advertising on the Illinois Higher Education Procurement Bulletin, which is required by State law.
A Department cannot initiate multiple contracts with a single supplier to avoid the RFP process, if the total amount of such multiple contracts would exceed $20,000. A Department wishing to utilize a current Supplier for multiple professional services in excess of $20,000 should contact Gina Grace, Purchasing, Ext. 3522 or email@example.com.