Contracts, Training & Forms | Towson University

Training

Procurement and Contracts 101 Workshop

Peoplesoft Job Aids

Requisition for Purchases 

Per TU 08-03.00, Procurement Policy, invoices for goods and services exceeding $5,000
will not be paid without a purchase order, and shall be made in accordance with Towson
University Procurement Policies and Procedures, unless specifically excluded, pursuant
to the USM Procurement Policies and Procedures. For purchases $5,000 and below, the
using department shall utilize the University’s Procurement Card Program.

In most cases, departments with moderate to high-volume purchasing needs have a designated
and trained individual responsible for entering requisitions for purchases into PeopleSoft
Financials. If your department does not have a designated individual, please use the
following link to submit an Online Requisition for Purchases $5,000 and Above Form. Please review the Requisition for Purchases instructions (PDF) for information on completing the form.

The form shall be submitted prior to the required dates for both goods and services.
Please attach any quotes, proposals, software contracts, specifications, etc., that
will help the Procurement Office Representative assigned to the purchase to process
in a timely manner in accordance with Towson University Procurement Policies and Procedures.
Depending on the value and nature of the purchase, a competitive bid may be required.

Request for Independent Contractor Services

Per TU 08-03.30, Consultant Policy, the University may utilize professional advice
or services for a fee, when University employees, within the scope of their function,
cannot provide expertise adequately. The policy is applicable for all consultants
hired, and is not intended for use when paying an honorarium, or stipend to an individual,
or when engaging a visiting scholar.

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Using the applicable link provided below, the using department shall submit an Online
Request for Independent Contractor (IC) Services Over $500 form. Please review the
Independent Contractor Form Instructions (PDF) for information on completing the form. The form shall be submitted prior to the
start date of service, and requires attachment of the IC’s W-9 Form. If the IC has
provided a W-9 Form with the Employer Identification Number completed in Part 1, a
Request for IC Services Over $500 form is not required, and the purchase shall be
completed in accordance with Towson University Procurement Policies and Procedures.

Independent Contractor Request

Grant Funded Independent Contractor Request

Forms

It is vital for departments to complete the necessary forms before procuring any goods
or services. The accurate submission of these forms enable the university to maintain
compliance with state laws and regulations.

Schedules

The Board of Public Works (BPW) and Board of Regents (BOR) meetings often affect the
procurement of capital goods and services at the university.

Maryland Correctional Enterprises Procedures

Maryland Correctional Enterprises (formerly State Use Industries) is the preferred
vendor for university furniture. The procedures for purchasing furniture as part of
a normal renovation project (not including capital projects) are below:

  1. When a campus department establishes a need to renovate an area, they should contact
    Facilities Management. Facilities will meet with you to determine the viability and
    general requirements of the project.
  2. If Facilities determines there will be a need for furniture as part of the renovation,
    the project manager will notify Procurement that a separate meeting to discuss the
    project furniture requirements will be held. Facilities will continue to work with
    the customer to develop the space layout and to generate a furniture list for Maryland
    Correctional Enterprises (MCE).
  3. Procurement will invite an MCE representative to meet with the customer, Procurement
    and Facilities to review the space and furniture layout, to determine whether MCE
    can meet the needs of the customer, and to discuss the budget for the project. Once
    these matters have been resolved, MCE will work directly with the customer and coordinate
    with Procurement as necessary to complete the project. If landscape office partitions
    are being purchased, MCE will coordinate that partition layout with Facilities.
  4. If MCE declines the order and issues a waiver, Procurement will solicit quotes from
    firms currently under contract or, if the furniture cannot be efficiently purchased
    under existing contracts, the Procurement Department will solicit quotes pursuant
    to the university’s governing procurement policies.
  5. If the transaction is <$5,000, the transaction can be completed with the procurement
    card. If MCE waived on the transaction, a copy of the waiver should be included with
    the sales receipt from the vendor.
  6. If the transaction is >$5,000, the customer will submit a requisition to the Procurement
    Department. Procurement will process the requisition pursuant to the university’s
    governing procurement policies. If MCE waived on the purchase, a copy of the waiver
    will be included with the Purchase Order.
  7. The contractor will work directly with the customer to complete the necessary order
    forms.
  8. Procurement will be responsible for expediting or rescheduling when necessary.
  9. Facilities and Procurement will work together to communicate changes in project schedules
    that may affect furniture delivery schedules.
  10. Procurement will track all furniture orders, acting as a liaison between the department
    and contractor, as necessary.
  11. Receiving and Inspection will be coordinated by Procurement, requesting assistance
    from Material Management and Facilities as needed.
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The MCE website contains MCE’s furniture catalog. Select “quick ship” to see items available for
faster shipping.

View more information: https://www.towson.edu/procurement/contracts/

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