Forms

For U Faculty & Staff

This page contains most of the forms and documents that the Purchasing Services department processes or that are related to the Purchasing process. If you cannot find the form you are looking for, try using the search feature in the upper right corner. If you are looking for a form that is not listed, go to the University Forms Library.

Procurement

The Request for Proposal (RFP) Planning Documents are used to aid in the creation of an RFP. Purchasing Services requires this form to be attached to any RFP request.

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University of Minnesota Purchasing Policy requires this form to be attached to any EFS requisition or Purchase Order (PO) request for:

  • Goods and Standard/Professional Services that totals between $10,000 and $49,999.99; or
  • Construction Services that totals between $10,000 and $249,999.99. 

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The Exception to Regents Purchasing Policy form is completed by departments which documents a request to purchase through an exception process. The form is required for purchases which are over the below mentioned bid thresholds and where there is sufficient justification available for Purchasing Services to waive the Regents requirement for a competitive bidding process.

  • Goods and Standard/Professional Services that exceed $50,000
  • A&E (Design) Professional Services that exceed $100,000
  • Construction Services that exceed $250,000 

Before completing this form, it is recommended that the department discuss the request with Purchasing Services.

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The purpose of this is to capture what needs changing on an existing EFS PO and why. Purchasing Services requires this form to be attached in the PO Change Order's header-level justification comments for all POs totaling $50,000 or greater. This form is optional for PO Change Orders that total less than $50,000.

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Any department employee responsible for any portion of the Purchasing process should have a signed copy of this code on file in the department files. This form should be signed annually.

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The Construction Contract Award Memo is used to initiate the Notice to Proceed process on Lump Sum Agreements that exceed $100,000. This form should be completed and attached with your request for Purchase Order.

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The following are for use to complete certain tasks in Tririga.

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Board of Regents Approval

Regents Policy requires that individual purchases and contracts valued at $1,000,000 and over be presented to the Board of Regents for approval after the bid/proposal process has been completed and prior to making the purchase or contract. The following documents are required to be reviewed by Purchasing Services prior to requesting Board Approval.

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Prepaid Debit Cards

Use the Study Form to set up an approved program or study in the ClinCard Portal in order to pay individuals using a reloadable prepaid debit card.

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Use this form to request or remove user access to the ClinCard Protal.

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Procurement Card

Once you have received approval from the Department Card Administrator and completed the online training, use this form to apply for a PCard.

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Use this form to document and support a transaction when the receipt is lost or unattainable.

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Professional Services

Business Associates of health care components must be identified. All identified business associates should be reported to the Privacy Coordinator of the appropriate health care component for tracking.

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This form must be completed to help the University of Minnesota (University) determine whether an employer/employee relationship exists for employment tax purposes.

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Eligibility for a nonresident alien (specifically, foreign national) to receive compensation from an U.S. source depends on the person's visa status. Departments need to ascertain certain work eligibility and tax information about the international visitor in order to complete the contract and payment process. Payroll Services requires this form for Professional Services requisitions.

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This form is required for all Professional Services $3,000 and above.

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The Statement of Work (SOW) explains in detail all the tasks and milestones that must be reached within the period identified. It will also contain specific, detailed responsibilities for both the supplier and the University department. Include any agreed upon payment plan or payment details in the SOW. 

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Relocating Employees

The Moving/Relocation Expense Documentation Form is required each time an Expense Report or Voucher is created for reimbursement or payment during relocation/moving of an employee. The form should be submitted, along with any associated receipts or invoices, with your Expense Report of Voucher.

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Travel

Use the Employee Expense Worksheet to document expenses to be reimbursed (while the intended use is for employees; it can be used to facilitate reimbursement to non-employees, if needed).

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Use this form to request approval for a non-conference lodging rate that falls outside of the University guidelines.  This form should be completed and submitted to a supervisor/manager/designee who is at least one level higher in authority than the traveler.  Approval should be obtained before the hotel room is reserved and travel begins.

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Other Financial Forms

Complete this form during the physical receiving process to capture data about capital equipment assets and notify the procurement specialist of the physical receipt of assets.

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This form is used to facilitate and support voucher/payment entry to an individual or company when an invoice is unavailable (for example, deposit refunds, human subject payments). This form is not used for employee reimbursement.

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This form is used to establish, change or withdraw a department's participation in the FedEx electronic billing program. The electronic process eliminates the need to process paper invoices/vouchers.

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Use this form to create a new, or make changes to an existing, PLocation.

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Use this form to request a cluster-specific single vendor payment number.

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Use this form for suppliers that do not qualify for single payment. A completed and signed form W-9 or W-8 BEN Series, must accompany this completed for for all new supplier set-ups and/or changes to a supplier's name or tax ID#.

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Use this form for to identify the University's tax exempt status. Suppliers may require this form when providing you with a price quote.

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