Purpose
UCSD Purchasing has instituted the Electronic
Subcontract Change Order Project so departmental administrators can submit
requests for subcontract change orders via e-mail.
This process is only for change orders to
Subcontract Purchase Orders (PO) with commodity codes F0102 or
F0104. This electronic requisition is an e-mail template that may be
used to fax or e-mail requests for change orders rather than using the standard
paper Purchase Requisition.
Use of this process is voluntary, and requires the approval of your authorized
departmental requestor, that is, the person with the authority to sign purchase
requisitions or approve requests on-line.
Applicable Purchase Orders
This process may be used only for change orders
to existing Subcontract Purchase Order. Requisitions for new Subcontract
Purchase Orders must be submitted on paper forms or on-line in IFIS.
Examples of when to use the electronic change order include:
- Make IFOAPAL changes
- allocate additional funding for subsequent
subcontract periods
- to approve no cost extension of a budget
period.
Procedure
| a.
|
Obtain the
Electronic Subcontract Change Order Requisition
(ESCOR) by downloading the PDF version, copying and pasting the template from this Web site, or by
e-mail request to the buyer. |
| b.
|
Complete the ESCOR Template. Be
sure to fill in all applicable information. |
| c.
|
E-mail the completed ESCOR
Template to the appropriate buyer listed below. You may also fax your request.
|
| |
1) For Commodity Code
F0104:
|
| |
2) For Commodity Code
F0102:
|
| d.
|
Provide all required backup to the
buyer via Campus mail, fax, etc. |
| |
- Prime Award Notice covering the Budget Period
of the request
- Subcontractor
Statement
of Work (SOW). If there is no change from prior PO, a new SOW is not
needed. You must state so in the Comments section of the ESCORT.
- Subcontractor's Detailed Budget to include
direct and indirect cost for the budget period.
- ***IMPORTANT***
Enter the PO number in the Subject line of the new e-mail
message.
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