Best Practices for Creating Service Purchase Orders

Procuring services can be a very different process from purchasing goods, with service orders often requiring additional documentation and other information.

Before creating a request for a service, make sure that you are not requesting a covered service.

We offer the following tips for processing your KFS Requisition or KFS Purchase Agreement that will assist us in expediting the completion of your service agreements and orders.

Before Starting Your Document

  • A W-9 and up to date insurance certificate must be on file for any vendor being used for a service. Make sure that the vendor record is complete before you start your order, by confirming that the W-9 received field is set to "Yes", and the insurance fields are completed and dates are current. If any of this information is incorrect/outdated, contact Supplier Services for assistance. Taking care of this first will prevent delays in the processing of your order. 

When Completing Your Requisition or Purchase Agreement Document

  • Meaningful Description: Describe the request (e.g., "Singers for convocation") in the Description field at the top of the document. This appears as the title in the buyer's Action List, and makes for easier identification of your order.

  • Vendor Contact Information: Make sure you have complete vendor contact information on the document, including email address, the name of the contact you've been working with, and a phone number.

  • Complete Details of Request: Provide a complete description of the scope of work, including deliverables, milestones and the length (term) of the contract term. A breakdown of costs is required.
    • This information should generally be included on the KFS Requisition in the Items tab, Description field, or on the KFS Purchase Agreement in the Agreement Details tab, Line Desc field. If it is not practical to put all of this on the document itself, please attach a supporting document that includes these details.

Attach to Your Document

  • Quotes: A quote must be on the vendor's letterhead or formal quote form.

  • Individual: If obtaining the service from an individual (including sole proprietor using their Social Security Number for tax purposes), an Independent Contractor (Individual) Pre-Hire Information Form on the Forms page is required.

    • If the request is for both product and service, the quote should include a breakdown of materials and labor.

    • If you have obtained additional quotes from other vendors, attach those as well.

  • Sole Source: If the intended contractor is the only known source for providing the necessary services, a completed Source Selection & Price Reasonableness Justification Form and Individual Disclosure Statement (on the Forms page) are required.

  • Grant Related: If there is a grant related to the request, a copy of the grant must be attached.

If you have any questions about service procurement, or are not sure if your specific order might need additional information attached, please contact the  Business & Revenue Contracts team.