SPONSORED PROJECTS

Blanket Purchase Orders
for Subcontracts

Establishing a Blanket Purchase Order for NEW Subawards

The Office of Sponsored Projects Administration (OSPA) or the School of Medicine Office of Grants and Contracts (OGC) will establish the subcontract document with the outside institution.  Once all signatures and approvals have been obtained, OSPA or OGC will forward a copy of the fully executed document to the PI, DA, and Management Center.  The DA or appropriate departmental person should then begin the process of creating a blanket purchase order for the subcontract.  Below are the steps that need to be followed to ensure proper setup of the purchase order.

In PeopleSoft, use the link to eProcurement to create a requisition for a Special Request for Services – Fixed Cost

1. In PeopleSoft, choose eProcurement from the left side menu;



2. Click “Create Requisition”;



3. Click on “Special Request”;



4. Choose “Service” by clicking on the circle and click “Next”;



5. Choose “Fixed Cost” by clicking on the circle and click “Next”;



6. Enter in the details of the subcontract, using the subcontract received from OSPA as a reference;

1. Description – Enter a short phrase to describe the PO so you can reference it later.  For example, “Subcontract to CSU under NIH Grant DE-123456”



2. Category – Click the magnifying glass to bring up the list of categories.  Choose “Subcontracts”



3. Value of Services – Enter the total cost of the subcontract.  This can be found in two places.  First, on the subcontract in the paragraph titled “Estimated Cost and Payment” or the like.  Be sure that you are only entering the amount that is currently allotted to the subcontract.  Do not add any future support.  Also, the total can be found on the internal Notice of Award for the subcontract account in line item 533000 – Outside Services.  Do not include the line 538000 – Indirect Cost Recovery in this amount.



4. Vendor Lookup Hyperlink – Click here to find the Subcontractor.  Most often, Purchasing will have more than one address on file for the subcontractor.  It shouldn’t matter which you choose so long as the name is the same.  The correct address will be reflected on the invoice that comes from the Subcontractor.  Click the Checkmark to select a vendor.



5. Start Date – Enter the start date for the subcontract.  This is listed on the subcontract document under the paragraph “Period of Performance”



6. Due Date – This is the end date of the subcontract.  This can be found in the same place as the start date.  Be sure that the dates you enter match the subcontract agreement.  There are cases where the award made to Case Western Reserve University can be for multiple years, but the subcontract is funded in yearly increments.  It is best to check the subcontract document to ensure the dates are correct.



7. Quote Number and Quote Date – Usually these will not apply for a general subcontract.  However, if you have them, go ahead and enter that information.



8. Comment – Enter any specifics that you think will help Purchasing.  It might be best to enter in “Please consult invoice for proper remittance address” if there are multiple entries for the Subcontractor.  This will help to make sure that your Subcontractor’s payments get to the right place.

7. Click the “Add Item” box to return to the Summary screen;



8. On the Summary screen, click the Shipping Icon and select the “Ship To Location” from the list.  This should be your departmental location;



9. On the same screen, click the costing icon (paper with a dollar sign) to bring up the Cost Distribution page and enter the subcontract account’s speedtype;



10. Click the “Return to Shipping Information” and then the “Return to Requisition Summary”;



11. If you need to add any additional comments, click the Comment icon (looks like a word bubble) to enter any more comments.  You can also attach a copy of the subcontract if you have an electronic version;



12. Once everything is complete, click the “Save and Submit” box to route the requisition for approval.  The requisition will follow the predetermined route established for your department.  Additional details on this process can be found on the ERP website http://www.cwru.edu/projects/erp/index.html

Please note that a copy of the subcontract agreement must be sent to Purchasing to complete the set up of the blanket Purchase Order.  Copies of subcontracts should be sent to:

John Kane
Cedar Service Center, Room 211
Location Code: 4909
Email: john.j.kane@case.edu
Fax: 368-5088

Be sure to write the requisition number on the subcontract.

Once all the pieces are in place, you will be issued a blanket Purchase Order Number by Purchasing.  You will need this number in order to get your invoice paid. 

All Case subcontracts instruct the subcontractors to send invoices to the Case PI.  The Case PI should verify all charges and if approved, write the Purchase Order number on the invoice and forward it to:

Accounts Payable
10620 Cedar Avenue
Cleveland, OH 44106-4910
Telephone (216) 368-2576
Fax (216) 368-2719

 

***Please note that neither OSPA or OGC will forward any contract documentation on to Purchasing.  This must be done at the departmental level.

Amendments to existing subcontracts

When an amendment is issued on a subcontract that will affect the terms of the Purchase Order (budget amount, period of performance, etc.) the existing Purchase Order needs to be modified.  To do this, create a new requisition in the system following steps a. through l. above.  Once completed, a copy of the amendment with the new requisition number and the current PO number clearly indicated on the copy should be sent to John Kane (address listed above).  He will then amend the Purchase Order in the system.

 

Last modified: April 19, 2007