Staffing Service FAQs

1. Which Point Plus requisitions should I use?
   A PBO should be used for services rendered under $15,000.00. A PB4 should be used for services rendered over $15,000.01.

   
   

2. What information do I need to include on a PO?
   A purchase order is a type of contract and should contain all information defining the parameters of the scope of work. PO should contain items such as detailed description of services, length of services, expected delivery date, UT contract number, and costs, etc.

   
   

3. What commodity chose should I use?
   Commodity code 962-69 should be used on all purchase orders.

   
   

4. Can the PO be modified?
   Yes, purchase orders are modified with a change order. For assistance, refer to HBP 7.10.1, HBP 7.10.2, HBP 7.10.3 or HBP 7.10.4.

   
   

5. How do you handle work crossing fiscal years?
   Purchase orders cannot cross fiscal years. Depending upon the circumstances, a new purchase order may need to be created for the new fiscal year. Please contact your assigned buyer team in Purchasing Office for assistance.

   
   

6. Are multiple quotes required if services are expected to exceed $15,000.00?
   No. The Temp Staffing contracts were competitively bid, therefore, only one (1) quote is required.

   
   

7. Can our department request services from a vendor that is not on this list?
   Yes. However, standard procurement guidelines will apply to the procurement.  Please contact your assigned buyer team in Purchasing Office for assistance.

   
   

8. Are invoices required before a payment for services provided by an individual can be made if the services were authorized by a PO?
   Yes. However, an email from the vendor providing the services, stating the services are completed, stating the dates worked, stating the payment amount CAN be SUBSTITUTED for an invoice.

   
   

9. Which DEFINE voucher should I use to process payment?
   A VP1 voucher should be used to process payment. Refer to Staffing PTP Flowchart.

Terminology:

• PBO: Point Plus requisition for small purchase orders ($0-$15K)

• PO: Purchase Order

• Commodity Code: Standard classification codes for products and services

• OOEF: Official Occasions Expense Form

• PB4: Point Plus requisition for EAJ purchases, existing contracts, ITBs (Over $15,000.01)

• ITBs: Invitation to Bids