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Procurement Forms

Please find below a list of all Purchasing, P-Card, Accounts Payable, Standard Contracts, and Travel & Expense Reimbursement related forms.  Please also note below recent changes after Buy It eMarketpalce Go Live.

Name of Form / Document

Purpose / Description of the Form

Purchasing Related Forms and Documents
Vendor Selection Form Need to complete for any requisition of $10K or more to document 3 quotes and basis for vendor selection - Now an Online Form in Buy It eMarketplace!
Sole Source Justification Need to complete for any requisition of $10K or more for a sole source purchase, where it was impossible to gather 3 quotes / bids.
Independent Contractor Questionnaire Need to complete if hiring an independent contract. 
Justification for Temporary Employee To use to justify the need for a temporary employee; department needs to complete and send to budget and HR for approval and authorization.
Job Description Questionnaire To use to summarize the major purpose of the job and responsibilities for the temporary employee needed by the department. Must be included with the above Justification for Temporary Employee form.
Contract Related Form and Documents
Bus Rider For use when requisitioning any transportation services, such as charter buses, regardless of dollar amount.
Catering Rider For use when requisitioning catering services, regardless of dollar amount.
Rider to Contract for Hire Services For use when hiring from a Temporary Agency, regardless of dollar amount.
Agreement for Consulting Services (Non-Sponsored Research Related)                FFor use when retaining a third party to render services to Illinois Tech and the services to be rendered do not relate to a project funded pursuant to a sponsored award or grant.  Requires issuance of a purchase order number from Illinois Tech Purchasing prior to execution.  Can only be signed by Deans or above, or the Director of Procurement Services.  A contract needs to be in place for professional / consulting services regardless of dollar amount.
Agreement for Consulting Services (Sponsored  Research Related)                                                                                                                                                                               For use when retaining a third party to render services to Illinois Tech and the services to be rendered will be funded pursuant to a sponsored award or grant.  Must be processed through and issued by the Office of Sponsored Research and Programs (OSRP). Contact OSRP for assistance.
Vendor Related Forms and Documents
New Supplier Request Form
Please note that all new supplier requests need to take place in Buy It eMarketplace.
Condition of Purchase Illinois Tech's standard purchasing terms and conditions.
Debarment Certificate For use by vendors to certify that they are no on the Federal debarment list and is qualified to do business with Illinois Tech. 
Insurance Letter to Contractor Vendor Certificate of Insurance (COI) request letter indicating General Council's specific language that need to be included in the COI.
Vendor Payment Terms and FOB Illinois Tech's standard vendor payment terms and FOB shipping terms. 
W-9 Identification Number and Certification Request Sample of vendor W-9 request form.
Accounts Payable Related Forms
Request for Check Form For use for Illinois Tech student reimbursement and approved special circumstances only!  Everything else needs to go through Buy It eMarketplace requisition process.
Request for Wire Transfer  For use to request payment by wire transfer to international vendors. Request for Wire Transfer must be initiated as a Buy It requisition, and this form must be completed, signed, and uploaded to the Buy It requisition along with a valid invoice and any supporting documents.
Travel and Expense Reimbursement Forms
Employee Travel & Expense Report - 2020 NEW!! For use for expenses incurred starting on 1/1/2020 and later.
Employee Travel & Expense Report - 2019 For use for expenses incurred starting on 1/1/2019 and later.
Travel & Expense Direct Deposit Declaration For use to opt-out of direct deposit for travel & expense reimbursement
Travel & Business Expense Non-Compliance Notice Your Travel and Expense report will be returned to you along with this form indicating specific items that needs to be addressed if it is found not to be in compliance with Illinois Tech's Travel Policy.
International Advanced Travel Request Form Travel Request Form required for all international trips for university business purpose, must be submitted as part of the T&E Reimbursement packet.
Procurement Card (P-Card) Related Forms and Documents
Application for Procurement Card (P-Card) To use for applying for a new Procurement Card.
Card Holder's Agreement  Agreement signed by each Procurement Card holders to indicate that they understand and will comply with Illinois Tech policies and procedures.
Missing Receipt Affidavit To use for when a required receipt for a P-Card transaction is missing. 
PNC Visa P-Card Billing Inquiry/Dispute Form To use for disputing charges on the Procurement Card statement not made by the card holder. 
Illinois Tech Sales Tax Exemption Letter Present to receive exemption from state sales tax.