Skip to main content

Hands typing on a keyboard

Purchasing

Forms P-Card Information Supplier Diversity Central Receiving/Surplus Property Purchasing Requirements Contact

Forms

Forms/Instructions

Choosing a section will toggle the viewable faq questions

Purchasing Forms

New Furniture Purchase Form	Required if the individual item(s) or combined unit(s) value exceeds $500 or more.
Purchase Order Revision Form	Request adjustment to the encumbered amount of a purchase order, a change to the budget purpose and/or departmental activity of the order; and/or to request a change to item descriptions.
Purchase Requisition	Request the purchase of goods or services.
Purchase Requisition Preparation Instructions	Learn how to prepare a purchase requisition.
Grant Transaction Summary Form	Required if the department is making a purchase utilizing grand funds.

Contractual Services Forms

Contract Certification	Required for professional and artistic services in the amount of $5,000.00 or more.
Contractual Service Voucher	Use this form to meet IRS requirements concerning payment made for professional services to an individual and for payments to or on behalf of a non-resident alien.
Independent Contractor Analysis Form	Required before processing payment for services to an individual using a Social Security number. It should be completed prior to the beginning of services.
Independent Contractor/Consultant Service Agreement	Required for professional and artistic services in the amount of $5,000.00 or more.

Formal Bid Documents

Invitation for Bid	Invitation for bid.
RFP P&A Template	Request for proposal for professional and artistic services template.
RFP Template	Request for proposal template.

Sole Source Justification

Sole/Single Source Justification Memo	A sole source procurement is permissible when a requirement is available from only a single supplier/contractor. For use with all funding sources on purchases between $20,000 and $99,999.
Sole Source Justification Form	A sole source procurement is permissible when a requirement is available from only a single supplier/contractor. For use with all funding sources on purchases $100,000+.
Sole Source Justification Instructions	Learn how to fill out the sole source justification form.
Sole Source Justification Presentation	Learn how to justify a sole source.

Forms for New Suppliers

New/Change Supplier Form	Use to add a supplier to or change information on an existing supplier in AIS.
W-9	Request for Taxpayer Identification Number and certification.

Miscellaneous Forms

Emergency Purchase Affidavit

Authorization form for the expenditure of funds for an emergency.

Surplus Property/Central Receiving Forms

Equipment Change of Status Form	Document changes in the status of equipment. Examples include: interdepartmental transfers; equipment loans; and removal from inventory because equipment was lost, stolen or traded-in to a vendor for like equipment.
Equipment Change of Status Form Instructions	Instructions for completing the Equipment Change of Status Form
Outbound Shipment/Material Return Form	Request that a shipment be returned to the supplier or to acknowledge the receipt of damaged materials. This form should be used by both departmental receivers and central receivers when dealing with returns of damaged goods, exchanges or any outbound shipment.
Return/Damage Form	Complete this form when it is necessary to return an item/items on a standard purchase order. Return to Expediting.
Surplus Property Pick-Up Form	Document items to be sent to Surplus Property, initiate pick-up of the property, and remove property from the unit's inventory.
Surplus Property Pick-Up Instructions	Instructions for completing the Surplus Property Pick-Up Form

P-Card Forms

Approver Agreement	Required form for P-Card approvers.
Cardholder Agreement	Required form for all P-Card holders.
Departmental Card Manager (Reviewer) Agreement	Required form for P-Card reviewers.
Higher Transaction & Monthly Limit Request Form	Request a higher monthly limit or a higher limit on an individual transaction.
Lost Receipt Affidavit	Use this link to send an email requesting this form.
Office Depot/Amazon Account	Use this link to access the form to request an online Office Depot/Amazon Business Solutions account.
P-Card Correction Form	Make corrections on a P-Card transaction.
PCE (Pcard Exception) Number	Use this link to submit a P-Card exception request.
SIUE P-Card Account Request Form	Request a new P-Card, reviewer, or approver account.

Vendor Disclosure Forms

2023 Prequalification Statement	Required form for construction projects.
2024 Prequalification Statement	Required form for construction projects.
AP Invoice Distribution	Use this form when a purchase order is not required, to make a payment for a release on a planned purchase order or a service, OR when the vendor’s signature is required in order to process payment.
Financial Disclosure	Required for purchases over $100,000. The University will consider this form when evaluating the bid, offer or proposal or when awarding the contract.
W-8BEN	Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding.