Purchasing Related Forms and Documents | |
| Sole Source Justification | Need to complete for any requisition of $10K or more for a sole source purchase, where it was impossible to gather 3 quotes / bids. | Procurement Services |
| Independent Contractor Questionnaire | Need to complete if hiring an independent contractor. | Procurement Services |
| Justification for Temporary Employee | To use to justify the need for a temporary employee; department needs to complete and send to budget and HR for approval and authorization. | Procurement Services |
| Job Description Questionnaire | To use to summarize the major purpose of the job and responsibilities for the temporary employee needed by the department. Must be included with the above Justification for Temporary Employee form. | Procurement Services |
Contract Related Forms and Documents | |
| Artist Agreement | For use when requisitioning performances or artist services. | Procurement Services |
| Bus Rider | For use when requisitioning any transportation services, such as charter buses, regardless of dollar amount. | Procurement Services |
| Catering Rider | For use when requisitioning catering services, regardless of dollar amount. | Procurement Services |
| Rider to Contract for Hire Services | For use when hiring from a Temporary Agency, regardless of dollar amount. | Procurement Services |
| Agreement for consulting Services (Non-Sponsored Research Related) | For use when retaining a third party to render services to Illinois Tech and the services to be rendered do not relate to a project funded pursuant to a sponsored award or grant. Requires issuance of a purchase order number from Illinois Tech Purchasing prior to execution. Can only be signed by Deans or above, or the Director of Procurement Services. A contract needs to be in place for professional / consulting services regardless of dollar amount. | General Counsel |
| Agreement for Consulting Services (Sponsored Research Related) | For use when retaining a third party to render services to Illinois Tech and the services to be rendered will be funded pursuant to a sponsored award or grant. Must be processed through and issued by the Office of Sponsored Research and Programs (OSRP). Contact OSRP for assistance. | General Counsel |
Vendor Related Forms and Documents | |
| Condition of Purchase | Illinois Tech's standard purchasing terms and conditions. | Procurement Services |
| Debarment Certificate | For use by vendors to certify that they are not on the Federal debarment list and are qualified to do business with Illinois Tech. | Procurement Services |
| Insurance Letter to Contractor | Vendor Certificate of Insurance (COI) request letter indicating General Council's specific language that need to be included in the COI. | Procurement Services |
| Vendor Payment Terms and FOB | Illinois Tech's standard vendor payment terms and FOB shipping terms. | |
| W9 Identification Number and Certification Request | Sample of vendor W-9 request form. | Procurement Services |
Accounts Payable Related Forms | |
| Request for Wire Transfer | For use to request payment by wire transfer to international vendors. Request for Wire Transfer must be initiated as a Buy It requisition, and this form must be completed, signed, and uploaded to the Buy It requisition along with a valid invoice and any supporting documents. | Procurement Services |
Travel and Expense Reimbursement Forms | |
| Direct Deposit Authorization | This form permits AP to issue expense reimbursement payments via direct deposit rather than a check payment | Payroll |
| Travel and Expense Direct Deposit Declaration | For use to opt-out of direct deposit for travel & expense reimbursement | Procurement Services |
| Travel and Business Expense Non-Compliance Notice | Your Travel and Expense report will be returned to you along with this form indicating specific items that needs to be addressed if it is found not to be in compliance with Illinois Tech's Travel Policy. | Procurement Services |
| International Advanced Travel Request | Travel Request Form required for all international trips for university business purpose, must be submitted as part of the T&E Reimbursement packet. | Controller's Office |
Procurement Card (P-Card) Related Forms and Documents | |
| Application for Procurement card (PCard) | To use for applying for a new Procurement Card. | Procurement Services |
| PCard Credit Limit Increase Request Form | Request for PCard Limit Increase | Procurement Services |
| Cardholder Agreement | Agreement signed by each Procurement Card holders to indicate that they understand and will comply with Illinois Tech policies and procedures. | Procurement Services |
| Missing Receipt Affidavit | To use for when a required receipt for a P-Card transaction is missing. | Procurement Services |
| PNC Visa PCard Billing Inquiry/Dispute Form | To use for disputing charges on the Procurement Card statement not made by the card holder. | Procurement Services |
| Illinois Tech Sales Tax Exemption Letter | Present to receive exemption from state sales tax. | Controller's Office |
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| Eligible cardholders must review before being issued a PCard | Procurement Services |
Gift Card Related Forms and Documents | |
| Greenphire ClinCard Request Form for Non-Research | To use for requesting gift cards for participant research or making changes to an existing research study in Greenphire | Procurement Services |
| Participant Information Form | To use to supplier participant information for non-research related gift card distribution | Procurement Services |
