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Central Procurement Services

University Community

FROM: Gene Suwanski, Director, Central Procurement Services

Special Events Announcement

DATE: August 29, 2008

Based on recent internal audit findings, I am writing as a reminder to all concerned parties that agreement documents  for Special Events must be submitted to Central Procurement Services (CPS) for review, evaluation, and authorization prior to engagement of the services.

Policy Reference: University Financial Policy No. 1201 - Authority and Responsibility for Procuring Goods and Services.

Special Events are defined as University-hosted venues involving services at any dollar amount to be provided by a supplier whether performed on the campus or at an off-campus location.

Agreement/contract negotiations will be conducted by CPS with the supplier and you as the initiator will be included in the communications and evaluation process.

Submit the agreement document with a Purchase Request (Form 100) and provide an estimated total expenditure for the services, whether or not all funding and payment is through the University or others.  If the event supplier offers a direct billing account option that consolidates charges prior to a payment being made, and you wish to have that option available to you, please note that on the Purchase Request.

Thereafter, invoice payments of the Special Event services are to be processed through the Direct Payment Voucher (DPV) method of invoice submission.

If you have questions concerning this announcement, please contact Diane Stanek at 2-3323 or