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Queen's University
 
  • Forms

Forms - Strategic Procurement Services

Below you will find the various forms used by Strategic Procurement Services (SPS). All forms can be downloaded, opened and edited with Adobe Reader.  Please email the completed form to  buystuff@queensu.ca  or attach it to the relevant Requisition in PeopleSoft or print off and fax to the SPS office at 613-533-2579 or deliver to the SPS Office.  If the form pertains to a Credit Card please follow forwarding instructions listed beside the form below.

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PLEASE NOTE: THE NEW POLICY ON APPROVAL AND EXECUTION OF CONTRACTS AND INVOICES BECAME EFFECTIVE ON MONDAY JUNE 1st, 2015. NEW SOLE SOURCE FORMS  THAT REFLECT THE CHANGES TO SIGNING AUTHORITY HAVE BEEN UPLOADED.

  The previous P0001 forms will only be accepted until Friday June 5th, 2015.

Memo from VP, F&A and Provost re: new policy

Changes made to the P0001 Forms in June '15

Obtaining signatures on the revised P0001 Forms

Form# Form Name Area of Use Signatures Required Form Function

P0001

 

 

GOODS & SERVICES Exception To the Procurement Policy Request

 

UPDATED FORM

June 2015

All

 

Depends on $ Value:
  • Requester
  • Appropriate Dean or Area Assoc. VP
  • Forward to Director, Strategic Procurement Services

In the event that your department wishes to make a Goods & Services purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed.

 

Note: Form P0001 now applies to Research funds

P0001PPS

 

 

CONSTRUCTION & RENOVATION - Exception To the Procurement Policy Request

 

UPDATED FORM

June 2015

 

All Depends on $ Value:
  • Requester
  • AVP Facilities
  • Forward to Director, Strategic Procurement Services

    In the event that your department wishes to make a Construction or Renovation purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed.

    P0001C

    CONSULTING SERVICES - Exception To the Procurement Policy Request

     

    UPDATED FORM

    June 2015

     

    All

    Depends on $ Value:

    • Requester
    • Forward to Director, Strategic Procurement Services
    In the event that your department wishes to secure Strategic Consulting Services but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed.
    P0001H

    HIGH BIDDER - Exception To the Procurement Policy Request

     

    UPDATED FORM

    June 2015

     

    All

    Depends on $ Value:

    • Yours
    • Appropriate Manager/Faculty
    • Forward to Director, Strategic Procurement Services

    In the event that your department wishes to select a supplier which has not provided the lowest quote, this form must be completed.
    P0002

    Procurement Credit Card Application

     

    NEW FORM


    All
    • Yours
    • Your Manager
    • Director of Strategic Procurement Services
    • Forward form to the Credit Card Manager
    The Queen's Procurement Card is an alternate method of purchasing products and services without eroding good business practices or circumventing internal controls. If you are a designated buyer for your faculty or department and wish to be issued a card, please fill in and submit this form to Strategic Procurement Services, to the attention of the Credit Card Program Manager with a explanation as to why the card is required.
    P0003 Procurement Credit Card Pickup Form All
    • Yours
    • Credit Card Program Manager
    In order to ensure that new cardholders are familiar with and agree to abide by the policy and procedures for the procurement card, this form must be signed by the cardholder upon receipt of the new card . This form is made available here for your own reference.
    P0004

    Procurement Credit Card Change Request

     

    NEW FORM

    All
    • Yours
    • Your Supervisors
    • Director of Strategic Procurement Services
    • Forward form to Credit Card Manager

    Use this form to indicate which of the following options you need to have changed about your department's Procurement Card; the following types of changes are available:

    • Change of billing address
    • Change of faculty / department name
    • Change of departmental card coordinator
    • Card cancellation / account deactivation
    • Transactional limit adjustments
    • Request a one time exception
    P0005

    Supplier Request Form
     

     

    NEW FORM - March 30, 2012

    All
    • Strategic Procurement Services

    When a supplier is not in the PeopleSoft Supplier Master file, use this form to request a supplier be added. You will need to complete the information required on the form and  submit to Strategic Procurement Services.  SPS will review the request and pass the form to Finance (AP) to add to the Supplier Master file.  This form can also be used for modifying or deleting supplier information.


    Shipping Forms

    The following forms are forms related to shipping at Queen's University.

     Form Name Signatures Required Form Function 
    Export Documentation
    • Yours
    If you are going to ship internationally, you will need to fill out this form. It should be printed and faxed to Strategic Procurement Services' Customs & Traffic Coordinator.
    Plant Protection Act
    •  Yours
    When importing various types of plant matter, it is necessary to fill out this form in order to ensure your order will be allowed to cross the border. The completed form should be submitted to

    Travel Forms

    Travel forms have now been updated.  The Travel forms can be located on the Forms Section of the Financial Services website.

    Impact of the Policy on Approval and Execution of Contracts and Invoices on our Forms (June 1, 2015)

    With the Policy on Approval and Execution of Contracts and Invoices in effect Strategic Procurement Services has had to update the various P0001 Exception to Procurement Policy Request Forms.  The following changes have been made:

    • All P0001 Forms: Updated singing officers to reflect changes in the above policy, added a conflict of interest statement to be completed by the Requester and added Research Project information to assist in determining eligibility of research purchases;

    • P0001 (Goods and Services): Now applies to goods and services purchases including those using research funds;

    • P0001PPS (Construction & Renovation): New form created since the approval of these contracts requires specific signing officers not present on other contracts;

    • P0001C (Consulting Services): Updated with definitions of Consultants and Consulting Services;

    • P0001H (High Bidder): Updated with new signing officers and research project details (if applicable).

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    Obtaining Signatures on P0001 forms

    When completing a P0001 exemption form (P0001P0001PPSP0001C or P0001H) the Requester should ensure the justification provided for the exemption is clear and detailed enough to determine that it meets one of the exemptions on page 2 of the forms (or that a higher cost purchase provides better overall value in the case of a P0001H form).

    The Requester should then sign the form and ensure the form has the necessary signatures from their Area or Faculty BEFORE submitting the form to Strategic Procurement Services (either by email, fax, campus mail or as an attachment to a requisition in PeopleSoft).  Forms that are not completed by the Requester's Area or Faculty will be returned so the applicable signatures can be obtained.

    Strategic Procurement Services will review the forms and obtain any signatures from the Associate Vice-Principal Finance, Vice Principal for Area, Vice-Principal Finance & Administration and the Principal if required (based on the $ value of the purchase) following authorization by the Director, Strategic Procurement Services.  If the justification provided does not meet one of the exemptions allowed under Federal Legislation the form will be returned unauthorized.  Steps should then be taken to provide a clearer justification or proceed with a competitive procurement process.

    Do not send any P0001 forms directly to the Offices of the Vice Principal's or the Principal.  Any forms that are sent directly to these Offices will be forwarded to the Director, Strategic Procurement Services for review before any authorization is granted to proceed with the purchase.

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    Kingston, Ontario, Canada. K7L 3N6. 613.533.2000