This document outlines what you need to know to create a purchase order to pay your vendors. It will be updated regularly, so please check before creating a new request.
PO Process Presentation to the Office (November 16, 2021) | ||||
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When to create a PO
- Invoice is greater than $5,000
- Total expected payments to a vendor will be more than $10,000 during the fiscal year (July 1 - June 30), or at the department’s discretion. For example, we may require a PO for suppliers who have a relationship with a member of the office.
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1. Agreement(>$10,000) | 2. Statement of Work | 3. Insurance | 4. How Chosen? (>$10,000) | |||||||||||||||||
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Option 1 | Professional Services and Consulting Agreement (PSCA) This contract is required for anyone other than a sole proprietor creative supplier (i.e. photographer, writer, etc.). If the supplier does not agree to some provisions, they can suggest edits (mark through or comment). In addition, Yale will generally approve shorter payment terms (i.e. 15 days vs 45 days).
| Statement of Work The SOW should contain the project deliverable, hourly cost, overall cost, and how you will verify that a vendor has produced the contracted product. Ask your vendor to use the form below.
| Certificate of Insurance (COI) The university generally requires $2M of liability insurance coverage. The form below is an example of what the supplier should get from their insurance company (note that Yale is the insured).
| Competitive Bidding Form If you can get three bids for a particular product or service, use this form. You must complete and sign it in the Requester Signature section.
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Option 2 | Professional Services Agreement for Freelance Individual Contributors If the supplier is a creative freelancer, such as a photographer, illustrator, or writer, they can use this agreement. This agreement is in development. | Insurance Waiver If the supplier is not producing something that could harm the university if done incorrectly, the university will issue an insurance waiver. It is your responsibility to complete this form. Do not ask the supplier to complete it. A sample is below as well as a blank form to use.
| Sole Source If you are using the supplier because they are the only one who can do the job because of either skill, timeline, or cost, and you do not have competitive bids, use the Sole Source form. Below is an example and a blank form.
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