PantherExpress

Purchasing FAQs

General Purchasing FAQ - Topic Directory:

*Biological Materials | Contract Signing Authority | Competitive Bidding | Contracting with Foreign

Service Providers
| Diverse Business Enterprise (DBE) | Disbursements | Guest Speaker

Agreements | Gifts | Insurance Requirements for Contracts | Kindles, eBooks, eJournals, Mobile

Apps
| *Laboratory Chemicals | Loaner & Trial Equipment | P-Cards | Placing Orders (Including

Ebay and Amazon
) | Professional Service Agreements | Purchase Orders | Requisitions

*Restricted commodities | Selecting Suppliers | Sole Source Justification | Supplier Verification Form


Other Resources:

bullet Click here for Purchasing Guides

bullet
Click here for PantherExpress System FAQs

bullet Click here for Payment Processing FAQs

bullet Click here for *Restricted Commodity purchasing FAQs

*Restricted or "nonstandard" commodities include purchases such as biological materials, laboratory chemicals, software, controlled substances, event-related bookings, blood products, and HIV p24 Antigen Capture kits. See this page for the full listing of restricted commodities.

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*Biological Materials

Are there special requirements for purchasing biological materials from a new supplier?

Yes, this is a restricted commodity. There are special requirements for purchasing biological materials from new suppliers.

Biological materials must be purchased from University-wide contracted suppliers or suppliers already established in the supplier database as viewed in PRISM or the PantherExpress System. If you need to obtain biological materials from a new supplier, then you must follow this process.

The same process applies to purchases of laboratory chemicals.

bullet Please be advised that when submitting a Biological Materials or Laboratory Chemicals form that it can take up to 2 weeks for completion.


*Restricted or "nonstandard" commodities include purchases such as biological materials, laboratory chemicals, software, controlled substances, event-related bookings, blood products, and HIV p24 Antigen Capture kits. See this page for the full listing of restricted commodities.

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Contract Signing Authority

Who has authority to sign a contract?

Only personnel authorized by the University’s Bylaws and the Board of Trustees can
sign contracts on behalf of the University. This includes the Chancellor, the Provost,
all Vice Chancellors, and those delegated in writing by a person authorized to do
so by the Board of Trustees.

Contracts presented by a supplier: Regardless of the contract value, if your department is being asked to sign a contract by a supplier, the contract should be sent to Purchasing Services for review and signature. If required, Purchasing Services will coordinate a review with the Office
of General Counsel.

Contracts using standard University terms and conditions: The University has developed several standard contracts for services.

For agreements valued at $5,000 or less, you can contact the supplier and determine
if it will accept one of these contracts with no changes. If so, you should have
the supplier and a responsible department administrator sign the agreement. If the
supplier wishes to propose changes, request a written summary of the changes and
forward to Purchasing Services for review, approval, and signature.

For agreements valued greater than $5,000, please contact PantherExpress Customer
Service
.

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Competitive Bidding

When is competitive bidding required?

Competitive bidding is required whenever a planned purchase of goods or services
will be $5,000 or higher. University policy 05-02-16 outlines the competitive bidding
requirements. It is important to note that competitive bidding is not required when
using University contracted suppliers.

If your department needs to do competitive bidding for an order of $5,000 or greater,
you should submit a web inquiry through  PantherExpress Customer Service.  State
that you are requesting assistance with a competitive bid.

Competitive bidding is advantageous for several reasons. It ensures that your pricing
will be competitive within the marketplace. If a supplier is in a competitive situation,
It is are more likely to provide its most aggressive pricing and other terms. Bidding
also ensures you are in compliance with University policy and other applicable federal
and state regulations for grants and research.

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Diverse Business Enterprise (DBE)

Should I use a *Diverse Business Enterprise (DBE) even if there is a contracted
supplier that offers the product?

No - only if the contracted supplier happens to be a DBE.  The first choice in supplier
selection is always to use a contracted supplier. The process for determining contracted
suppliers considers price, quality, delivery, service and business management in
an effort to obtain the best overall value for the University.

At the outset of this process every effort is made to include qualified DBE’s for
consideration. If it is discovered that the DBE represents the best overall value
to the University during this process, then it is awarded contracted supplier status.

There are several DBE suppliers that are also contracted suppliers.   You can find
these contracted DBE suppliers on the contracted supplier listing under DBE.   If
a DBE is not listed as a contracted supplier, then select a suitable non-DBE supplier
from the contracted supplier directory.

If you are a researcher attempting to fulfill the requirements of a subcontracting
plan, consider using one of the DBE non-contracted suppliers.

*The term "Diverse" Business Enterprise (DBE) shown here = the term "Disadvantaged" Business Enterprise (DBE) used in the Federal Acquisition Regulation (FAR) guide.

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Disbursements

Can a disbursement request be used to pay for products from a supplier or vendor?

A disbursement request may not be used to purchase goods. Purchasing goods via a
disbursement is a violation of University policy. Goods must be purchased via PantherExpress System (formerly PantherBuy),
PRISM or P-Card to protect your department and the University. The University is
not protected if goods are acquired by disbursement because the University’s terms
and conditions are not associated with this transaction. This means that you are
at significant risk for the following:

  • Little or no protection against lost, stolen or damaged goods
  • No formal proof of order.
  • Default acceptance of the supplier’s terms. These terms are often unfavorable.
  • Minimal or no warranty protection.
  • Difficulty returning or replacing items.


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Guest Speaker Agreements

When must I use a guest speaker agreement?

One of the three guest speaker agreements (No Rights, Limited Rights, and Unlimited Rights) must be executed prior to a speaker arriving on campus if any of the following situations apply:

a. If the University is paying an honorarium and /or reimbursement for travel expenses;

b. If there is any question of the intellectual property rights of the presentation;

c. If any minors are present. (This also means that other University guidelines regarding background checks will apply.);

d. Any presentation outside of the normal classroom discussion such as lectures, symposiums, faculty workshops or professional development


How do I process payments for guest speakers?

All payments to guest speakers, regardless of whether the payment is an honorarium or reimbursement for travel expenses, must be requested through a disbursement with a copy of the guest speaker agreement.

bullet Requests to pay a guest speaker’s travel expenses through a T&B Expense Report will be returned to the department.

Copies of the guest speaker’s receipts for travel expenses are not required although the department hosting the guest speaker should review and confirm that the travel expenses are reasonable and in accordance with the agreement. You may use the University T&B policy
(05-07-01) for employees as a guide to determine reasonableness of a guest speaker’s travel expenses.

Can I invite a guest speaker from outside the United States?

Yes, you can have guest speakers from outside of the US. However, they do need to have the proper travel documents if there are to be any payments (honoraria). See the Foreign National section for payment requirements.


Why are guest speakers required to enter into contracts with the University?

The contracts and payment procedures are intended to protect the University, maintain its compliance with IRS regulations, reduce risks and limit liability.


If the guest speaker does not provide an invoice
, what should I attach in the PantherExpress System?

While it would be ideal for the guest speaker to provide an invoice that you can attach to the PantherExpress System form when you’re creating an invoice, we recognize that not all guest speakers provide invoices. Therefore, if no invoice is provided, the attached contract is sufficient as your documentation.

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Gifts & Gift Cards

Can my department give gifts or a gift card to faculty, staff, or students to show
our appreciation?


According to the Internal Revenue Service, gift cards are to be considered the same
as cash. Therefore, purchases of gift cards may not be reimbursed. Employees may use their own funds to give gifts (of any type) to anyone (staff, student, friends, family, etc) and may take up a collection or “pass the hat” to purchase any type of gift to be given to anyone.

  • Employees will not be reimbursed for personal gifts or other personal expressions
    of appreciation given to anyone.

  • Employees may not use University funds for gifts or personal expressions of appreciation.

  • Employee’s personal funds (individual or group) must not be combined with University
    funds at any time.

  • Personal funds may not be deposted into a university account (bank account, petty cash
    fund, etc.) with the expectation that the University will pay for the gift.

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Insurance Requirements for Contracts

Why is insurance for contracts required?

The Office of Risk Management has issued an FAQ (including guidelines) regarding insurance requirements for contracts.

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Kindles, eBooks, eJournals, Mobile Apps & Amazon

Can a Kindle be purchased from a site such as Amazon, and can end-users also order
eBooks, eJournals, and business-related mobile apps?

Kindles, eBooks, eJournals and business-related mobile apps not sold through CSSD's Software Distribution Services may be purchased on a personal credit card.


How is reimbursement handled?

Reimbursement for the faculty/staff member’s personal credit card is done by submitting
a Travel and Business Related Expense (T&B) form. Justification of the purchase is
required.

Can you provide more detailed guidance on these types of purchases?

University of Pittsburgh faculty and staff who wish to purchase applications for University-owned mobile devices should use their personal credit card for the on-line purchase of the business-related application(s), and subsequently submit a T&B form requesting reimbursement for the purchase of the business-related application(s). The T&B form must include the name of the app as well as the business purpose of the app to be reimbursed. If this information is missing then the T&B form will be returned.

Please make certain to print and retain copies of all e-mail receipts which you receive from iTunes or the mobile application provider as confirmation of your purchase(s), and submit a copy of the receipt(s) with your T&B form.

Other Reminders:

  • At this time, software may not be purchased via the P-Card. Therefore, you may not use your P-Card to purchase mobile computing applications.

  • University policies #05-08-01 and #10-02-05 require that any and all mobile device applications which are purchased for and downloaded to University of Pittsburgh-owned mobile devices such as the iPad, as well as the data stored on these same devices, must be for official University use only.

  • IRS regulations require that those individuals to whom the University-owned device was assigned must reimburse the University for personal use of the mobile device as well as for the cost of the non-business applications and/or data content which have been downloaded onto the mobile device.

  • Accordingly, any and all mobile device applications which have been paid for by the University should reside on a University-owned device only, not on a personally-owned mobile device.


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*Laboratory Chemicals

Are there special requirements for purchasing laboratory chemicals from a new supplier?

Yes, this is a restricted commodity. There are special requirements for purchasing laboratory chemicals from new suppliers.

Laboratory chemicals must be purchased from University-wide contracted suppliers or suppliers already established in the supplier database as viewed in PRISM or the PantherExpress System. If you need to obtain laboratory chemicals from a new supplier, then you must follow this process.

The same process applies to purchases of biological materials.

bullet Please be advised that when submitting a Laboratory Chemicals or Biological Materials form that it can take up to 2 weeks for completion.


*Restricted or "nonstandard" commodities include purchases such as biological materials, laboratory chemicals, software, controlled substances, event-related bookings, blood products, and HIV p24 Antigen Capture kits. See this page for the full listing of restricted commodities.

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Loaner & Trial Equipment

My department wants to borrow a supplier-owned item and use it on a trial (no-cost)
basis. The supplier will deliver the equipment. What do I need to do? Who is responsible
for initiating loan agreements?


Prior to accepting the item for use, University departmental purchasers are responsible
for processing a Loan for Use Agreement for all no-cost loan transactions on equipment
requested from suppliers on a trial, demonstration, or evaluation basis.

Do I need to submit the Loan for Use Agreement to Purchasing Services prior to accepting
the supplier-owned loaner item?

If the fair market value of supplier-owned equipment is less than or equal to $5,000,
the University departmental purchaser does not need to submit anything to Purchasing
Services. In this case, appropriate departmental personnel may sign and authorize
the Loan for Use Agreement thus accepting responsibility for all commitments thereof.

However, if the fair market value of the supplier-owned equipment is greater than
$5,000, the departmental purchaser must submit a Loan for Use Agreement to Purchasing
Services for review, approval, and execution. The departmental purchaser is responsible
for adhering to the terms and conditions of the equipment loan and for the documentation,
which establishes the binding agreement.

Do I need to follow the competitive bidding guidelines described in policy 05-02-16
for supplier-owned loaner equipment?

Policy 05-02-16, competitive bidding, applies only if a department is considering
purchasing the equipment. This policy does not apply to the actual loan of supplier-owned
equipment.

How do I determine the fair market value of the item?

The supplier will be able to give you the fair market value of the item.

How long may my department keep supplier-owned equipment?

A Loan for Use Agreement is to be used when suppliers are loaning equipment to the
University on a short-term, trial basis. All loaned property should be returned to
the supplier at the end of a mutually agreed upon term and no later than six calendar
months upon receipt.


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P-Cards

View this page to see all P-Card information and FAQs.


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Placing Orders

How do I purchase  goods for my department?

To purchase goods, departments must use a University approved purchase order generated
from either the University's PantherExpress System (formerly PantherBuy) system PRISM. In order to minimize risks to your department, you should always purchase using the University's standard terms and conditions of purchase. The only purchases covered by these terms are those done
through a University purchase order from PantherExpress System (formerly PantherBuy), PRISM, or through a contract approved by the Purchasing Department and the Office of General Counsel. If you're buying without a purchase order or approved contract, you may severely limit your department's ability to file a claim against the supplier if the goods are defective, cause injuries, or cause property damage. Additionally, if the goods are damaged, late or incorrect, you may have little or no rights to have the goods returned or replaced.

1. Check to see if the product is available from one of the University-wide contracted
suppliers
. If so, then you should purchase it on PantherExpress System (formerly PantherBuy). This is the fastest, easiest way to buy quality products at discounted prices with many other pre-negotiated benefits and contractual protections.

2. If a University-wide contract is not available, then the proper method for ordering
goods is a University of Pittsburgh purchase order generated through PRISM. PRISM
purchase orders carry the University's standard contractual terms and conditions.

3. A Procurement Card (P-Card) may be used for emergency or non-routine purchases, however,
unless you're buying from a University-wide contracted supplier, P-Card purchases
do not provide you with the University's contractual protections. No other method
is permitted. Reimbursement for purchased goods via Travel and Business Expense Report
is only permitted for emergency purchases, such as when equipment breaks while traveling
on business.

May I place orders with suppliers using their web/internet based order processing
tools rather than using University systems?

No. It is against University Policy to enter into purchase agreements or place orders
using any other method except PRISM, PantherExpress System (formerly PantherBuy), or the P-Card. Any other system may expose the University to terms and conditions that are not in agreement with our own. Please contact Purchasing if you have unique circumstances.

May I purchase goods on Ebay or Amazon?

Yes, but it is not recommended. Presently, there is no policy that prohibits purchases
from EBay or Amazon that are legitimate, prudent, and otherwise not in violation
of any existing University purchasing, P-Card, or other policy. Generally, while
purchases of under $5,000 do not need competitive bidding, it is in a department's
best interest to conduct due diligence in all cases to ensure that the lowest total
cost of ownership is achieved. This would include salary dollars spent shopping for
items; the risks of purchasing from unknown suppliers;, including buying "gray market"
products that seem new, but are actually being repurchased and do not have warranties;
receiving damaged goods and the difficulty in getting replacements or refunds. Also,
Purchasing may not be able to provide any assistance if a problem develops with a
non-contracted supplier. The ultimate costs can far outweigh any immediate perceived
savings.

From a departmental policy standpoint, Purchasing strongly recommends that departments
require that their buyers comply with Policy 05-02-15 to use contracted suppliers
and that PantherExpress System (formerly PantherBuy) be used if the product is available there.

I understand that Amazon now charges sales tax in Pennsylvania.  How do I ensure that Amazon does not tax my University purchase since the University is exempt from sales tax?

The Amazon Tax Exemption Program only applies to purchases made directly from Amazon.com LLC or Amazon Digital Services, Inc. (Amazon) and ordered via a specific customer account.  Sales tax may still be charged on items ordered from other sellers that list products for sale via Amazon.  If sales tax is still showing on your orders from Amazon, please contact Amazon via email at auto-exempt@amazon.com.

The University does not have a main account with Amazon that covers all University purchases.  Thus, any department that wishes to order from Amazon must establish a department-specific account and be sure that the account is configured as tax-exempt by applying to and visiting this site.  You will need to provide a copy of the University’s PA Exemption Certificate.

bullet Click here for Purchasing Guides (How to purchase goods, services, and event-related bookings)


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Professional Service Agreements

How do I process a Professional Service Agreement?

If the service provider is a resident of the United States, use the Professional Service Agreement Checklist to guide you through the process.

May University departments contract with individuals for services to be performed outside of the United States?

No. Professional Services Agreements are limited to contracting with individuals performing services within the United States.  University employees (faculty and staff) are not permitted to contract (verbally or in ANY form of writing) with non-U.S. persons for services to be performed outside of the U.S.  All contracts for services to be performed outside of the U.S. must be with a corporate entity.

There are very few and rare exceptions to this limitation.  If, however, a University department has absolutely determined that the only supplier capable of performing a certain service to be performed outside of the U.S. is an individual then that department must contact Purchasing Services prior to entering into a contract (verbally or in ANY form of writing).   Such a contract will require Purchasing Services’, the Office of General Counsel’s and possibly the Provost’s review and approval.  Since the University does not have expertise in every country’s employment law, the Office of General Counsel may contract with outside legal expertise in development of the contract in which case the University department will be required to pay the outside legal fees.

Why may University departments not contract with individuals for services to be performed outside of the United States?

Every country has its own employment laws regarding contracting with individuals.  Those laws may be different than the U.S.’s in determining such things as unemployment payments for individuals acting as independent contractors.  Since the University does not have the expertise regarding those laws, the University has decided to only contract with foreign firms when purchasing services to be provided outside of the U.S.

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Purchase Orders

How do I process a purchase order?

A University of Pittsburgh purchase order may be generated only through PantherExpress System (formerly PantherBuy) or PRISM. No other forms may be used, including forms internally-created by a department. Purchase orders or purchase order numbers are never to be given verbally to a supplier. They must be transmitted to a supplier in writing through PantherExpress System (formerly PantherBuy) or PRISM.

Use of the proper forms is important for several reasons: First, these forms ensure the University is legally protected from defective equipment, poor supplier performance, late deliveries, and insurance related matters. Second, the forms ensure compliance with the University's Board of Trustees resolutions regarding authority to sign contracts. Third, unauthorized methods, especially verbal orders, lead to incorrect orders, late or no delivery, and invoice discrepancies.


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Requisitions

What is the accepted procedure for the submitting PRISM requisitions?

General Overview:

  • All requisitions must be submitted electronically through PRISM

  • All requisitions must have supporting documentation attached when the requisition
    is created in PRISM.

  • Requisitions lacking proper supporting documentation will be returned to the requesting
    department.

Details:

View the February 2012 announcement titled New - Electronic Documentation Requirements
for All PRISM Requisitions for further details and instructions.

Do the procedural requirements listed above apply to regional and satellite campuses?

The procedural requirements listed above only apply to regional and satellite campuses
if the requisition is for a purchase of over $100k.


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Selecting Suppliers

Are the companies listed in PRISM considered University contracted suppliers?

Not all suppliers listed in PRISM are considered University contracted suppliers. These suppliers were selected through a rigorous evaluation process and consultation with University product advisory groups. These suppliers offer competitive pricing, high quality products, and outstanding customer service. Non-contracted suppliers listed in PRISM are considered approved for use with the exception of goods/services offered by the University’s contracted suppliers.


Am I restricted in selecting suppliers?

University Policy 05-02-15 requires the use of University-wide contracted suppliers, when available, for the product being purchased. Also, consider using PantherExpress System since it is the fastest and easiest way to purchase from and pay University—wide contracted suppliers.

Can I place orders with suppliers using their web/internet based order processing tools rather than using University systems?

No. It is against University Policy to enter into purchase agreements or place orders using any other method except PRISM, the PantherExpress System or the P-Card. Any other system may expose the University to terms and conditions that are not in agreement with our own. Please contact PantherExpress Customer Service if you feel there is a unique need.

How do I add or reactivate a supplier?

The supplier should complete Section 1 of the Supplier Verification Form and return it along with the appropriate IRS document. Please note that faxed W-8 forms are no longer acceptable to establish foreign suppliers. A signed original W-8 must be submitted to PantherExpress Customer Service prior to the activation of the foreign supplier.

Your department should complete Section 2 of the Supplier Verification Form and submit the completed form with the IRS document to PantherExpress Customer Service (116 Atwood Street).

How do I make changes to a supplier?

Adding Purchasing Sites:

If a supplier already has a purchasing site on the system, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-648-0357 or email a scanned copy to paymentprocessingcs@cfo.pitt.edu.

If a supplier does not yet have a purchasing site on the system, follow these instructions to add a site:  Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-648-0368, email a scanned copy to pantherexpresscs@cfo.pitt.edu, or send through interoffice mail to 200 ATWOD.

Other Changes:

For changes in a supplier’s name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.

How do I update or change a supplier's fax number?

To change a supplier’s fax number please submit the change through the PantherExpress Purchasing inquiry under "other".


Should I use a Diverse Business Enterprise (DBE) even if there is a contracted supplier?

No - only if the contracted supplier happens to be a DBE. The first choice in supplier selection is always to use a contracted supplier. The process for determining contracted suppliers considers price, quality, delivery, service and business management in an effort to obtain the best overall value for the University.

At the outset of this process every effort is made to include qualified DBE’s for consideration. If it is discovered that the DBE represents the best overall value to the University during this process, then it is awarded contracted supplier status.

There are several DBE suppliers that are also contracted suppliers. You can find these contracted DBE suppliers on the contracted supplier listing under DBE. If a DBE is not listed as a contracted supplier, then select a suitable non-DBE supplier from the contracted supplier directory.

If you are a researcher attempting to fulfill the requirements of a subcontracting plan, consider using one of the DBE non-contracted suppliers.

When do I use a Supplier Verification Form?

Use a Supplier Verification Form to provide PantherExpress Customer Service with the required information to establish a new supplier or change an existing supplier the supplier database. When submitting Supplier Verification Forms to PantherExpress Customer Service, please adhere to the following guidelines:

  • Use the only the current version of the supplier verification form found on the "Forms" page. Only current versions of the Supplier Verification Form will be processed.
  • Check the DUNS field. If the supplier completes page 1 of the Supplier Verification Form, it is the department’s responsibility to make sure that the DUNS field is complete.
  • Only complete Supplier Verification Forms will be processed.

How do I submit a Supplier Verification Form to Purchasing Services?

  • Fill out the Supplier Verification Form and save it to your computer.

  • Fax the completed form (including the W-9) to PantherExpress Customer Service at 412-648-0368.

How long does it take to activate a Supplier Verification Form in PRISM?

Depending upon the complexity of the review, it takes approximately 5-10 days to activate a supplier. If the Supplier Verification Form is incomplete or illegible it will be returned to the department, and in such cases, the length of time for supplier activation will depend upon how quickly the department is able to furnish PantherExpress Customer Service with all necessary (and legible) information.


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Sole Source Justification

What is Directed or Sole Source Justification?

University policy number 05-02-16 requires competitive bidding for all purchases
of goods or services greater than $5000 with the exception of directed or sole source
purchases. University policy number 05-02-17 governs the use of directed or sole
source purchases.

What is the Directed or Sole Source Justification Form, and Where is it?

University purchasers must use the Directed or Sole Source Justification
form
to request an exception to competitive bidding by stating the reasons a particular
supplier is a directed or sole source. The form is located on the PantherExpress Forms page.

Who can sign as an approver on the Directed or Sole Source Justification Form?

Only deans, department directors and department chairs ("3Ds") may sign as the approver on
the Directed or Sole Source Justification Form.

While many people at the University consider the Directed or Sole Source Justification
Form to be just another “purchasing form”, it is rather a document that is confirming
the fact that the requester does not have any personal financial conflicts with the
requested supplier. Only deans, department directors or department chairs would have
this information and may sign as approvers on the Directed or Sole Source Justification
form as they are the only individuals who will know the personal financial conflicts
of faculty and staff and thus it is not an administrative duty and cannot be delegated.
Thus associate deans, assistant chairs and others with similar titles may not sign
as the approver on the Directed or Sole Source Justification Form. Also, only those
directors who are the highest ranking individuals in their departments are considered
“department directors”, for example, the Director of the Office of Research, Director
of the Payroll Department or the Executive Director of the DLAR. Thus an “administrative
director” or “finance director”, for example, may not sign as a department director.

The approver must sign affirmatively recognizing and acknowledging 1) the financial
conflict (and how it is being managed) or lack of in his or her area of responsibility
and 2) that University business is being directed to a particular company. These
items are important as conflicts of interest and competitive bidding are serious
concerns for both the University and federal agencies.

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Supplier Verification Form

What is a Supplier Verification Form, and what is its function?

The Supplier Verification form is to be used to provide Purchasing Services and Payment
Processing with required information to establish a new supplier or change an existing
supplier in PRISM.  

Where can I find a Supplier Verification Form?

A current version of the Supplier Verification Form can be found on the PantherExpress Forms page.

What if my contract has payment terms other than net 30?

The University's payment terms are net 30. If your contract requires payment terms other than net 30, send an email to PantherExpress Customer Service.


Why is a DUNS number required on the Supplier Verification Form?

The University as a large recipient of federal funds regularly must report to the federal government and other industry groups (Star Metrics, for example) its spending with suppliers. This spending with University suppliers often must be reported by the suppliers’ DUNS numbers. Thus it’s necessary to record University suppliers’ DUNS numbers in the University supplier database in order to facilitate the required reporting. (Often suppliers will have multiple DUNS numbers, the University requires the DUNS number of the supplier’s headquarters location.) Bona fide independent contractors who are providing their social security numbers on a W-9 are not required to obtain a DUNS number.

Are there any special commodities or products that require that additional supporting documentation be attached to the Supplier Verification Form?

Yes. In order to add new suppliers of biological materials or laboratory chemicals to the supplier database, you will need to follow this process.


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Copyright © | Financial Information Systems | Revised: 09-May-2014