For Cindy to Test: Phase 2 Test - Approval Form: For Purchases over $5,000

Approval Form: For Purchases over $5,000

The purpose of this form is to seek approval in advance of any purchases over $5,000 annually or will amount to $5000 annually. Purchases and service agreements exceeding $5,000 require three quotes obtained, a business case and the approval form. Exempt items include routine operational expenditures under a service agreement e.g. utilities, telecommunications, cable. Please review the Approval Authority Table Policy before submitting this request.
Requestor Information*

First NameLast Name
Requester Email*
example@example.com
Purchase Cost Centre*
This determines approval workflow
Is this a pre-approved vendor?*

YesNo - If no, please also fill out New Vendor Set Up Form on page 3 of this form
Vendor Name:*
Item/ Service Description:
Reason for purchase:*
Total Amount (Inc Tax)*
Total Amount*
Number
Calculation
Type a question
GL Code*
GL Code 2 (if more than 1)
Requester Cost Center
Is purchase approved in the operating or capital budget?*

YesNo
If yes, indicate the total amount approved versus amount requested
Capital reserve balance (if applicable)
If no, what is the source of funding?
Anticipated Purchase Date

MonthDayYear
Date
Additional comments
Did you obtain three quotes?*

YesNo
If no, provide the reason?
Quote Comparison:
Items completed with this request:
Name of SET lead initiating the request:

First NameLast Name
Date the SET approved the expenditure:

MonthDayYear
Date
Upload Invoices, Contracts & Other Documents here*

Cancelof

Vendor Set Up Form

Complete this form only if you are requesting to use a new vendor that is not on the pre-approved vendor list. Please review New Vendor Set UP SOP. Link to pre-approved vendors: Pre-Approved Vendors & Purchase Approval Policy
Department Cost Centre
Requested By

First NameLast Name
Is this vendor replacing an existing listed vendor?*

Yes, replacing an existing vendorNo, I would like to set up as a new vendorN/A Pre-approved vendor
Vendor to be replaced
Will you be using this vendor again within the current Fiscal Year?*

YesNo
Vendor Name:
(Name of company)
What service / part do they offer?
eg. cleaning company, window washing etc.
Vendor Point of Contact Name:
Vendor Email
example@example.com
Once the manager approves of the review, administration will review eligibility to add on pre-approved vendor list based on: • The vendor with the highest assessment score (must be minimum 8/12)• There will be repeated purchase with the same vendor• Annual purchases will exceed $5000
To add the vendor to the ‘Pre-Approved Vendor List’ OR purchases above $5,000, please complete the section below:

Please rate each criterion from 0-2 under the Points column. Multiply each point by the weight to generate a Total. (P x W = Total). e.g 2 x 30= 60

	Vendor 1	Vendor 2	Vendor 3
Price (Weight:30)
Responsiveness (Weight:20)
Implementation Timeline (Weight:20)
Financial Viability (Weight: 10)
Experience in industry (Weight:10)
Cultural Fit (Weight:10)
Total (100):

Describe your assessment process e.g. interviews, inspection, testing of product and additional comments on why this vendor has been selected:
Purchaser Signature
I/my department/the responsible member has researched and acknowledge purchase*
Print Name

First NameLast Name
Date

MonthDayYear
Date
Should be Empty:

Approval Form: For Purchases over $5,000