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) | ||||||||
|---|---|---|---|---|---|---|---|---|
Most updated information can be found here: https://your.yale.edu/policies-procedures/procedures/3201-pr01-purchase-order-process
|
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.
| Info |
|---|
|
...
Review and complete the forms at New Supplier Setup and Supplier Change. These should be completed by your vendor and submitted to Rhonda the Business Operations team via the Communications Financial Operations portal. Documents must be returned PDF format.
...
2. Gather necessary documents
1. Agreement(>$10,000)There are two versions: One for freelancers and one for all other suppliers. Read below to choose the correct contract. | 2. Statement of Work | 3. InsuranceMost suppliers need liability insurance. The university will waive the requirement for freelancers who don’t come to campus. | 4. How Chosen? (>$10,000)Choose from either the competitive bidding form or sole source. | |
|---|---|---|---|---|
Option 1 | Freelancers: 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.
|
A few notes:
| 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.
| ||||||||||||||||||||
Option 2 | Professional Services and Consulting Agreement (PSCA) This contract is required for all other s suppliers. 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).
| 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.
|
3. Additional documentation
Based on the type of project, software, or supplier, you may need to complete additional paperwork. Purchasing is specifically focusing on accessibility, privacy, and data security. You can either ask Rhonda the Business Operations team or, once the purchase requisition is submitted, Purchasing may ask for any one of the following:
Business Associate Agreement (BAA)
Software Addendum
VAPT
4. Submit a ticket with
...
the Business Operations team to create a purchase requisition
We are moving away from email and to a ticketing system (similar to the Help Desk) to keep better track of questions, documents, and progress. Once you are ready to begin, please complete the intake form by:
...