Facilities & Safety Business Office Services Required... · 2016-01-21 · the pay application and forwards to Facilities Safety Business Office (FSBO) FSBO has 7 days to review pay

Facilities & Safety Business Office

UNIVERSITY OF CENTRAL FLORIDA

UCF Certificate of Partial Payment

UCF Certified Small, Minority, & Women Owned Business Participation

Schedule of Values

Construction Contract Change Order

Change Order Request Justification Form

Direct Owner Purchase Order Instructions

Direct Owner Purchase Order Request Form

Direct Owner Purchase Order Information Sheet

Direct Owner Purchase Order Invoice Summary Sheet

Direct Owner Purchase Order Log

W-9


P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704


Supporting Documents


Monthly Submission to include2 Complete Pay Applications

Certificate of Partial Payment MBE Report

Schedule of Values

To be completed by Contractor

Top page of pay application packet

2 ORIGINALS must be attached to pay application each month

Each original must be signed by Contractor and notarized.

Each original must be signed by Architect.

Pay application packet(s) forwarded to UCF Project Manager.


Click form for document

http://www.rm.fs.ucf.edu/Forms/UCF%20CERTIFICATE%20OF%20PARTIAL%20PAYMENT.pdf

To be completed by contractor

Must be submitted with the monthly pay application even if a minority is not used



http://www.rm.fs.ucf.edu/Forms/UCF%20Certified%20Small%20Minority%20and%20Women%20Owned%20Business%20Participation.pdf

Per approved GMP values, initial completed schedule must be sent via email to the Business Office

2 Hardcopies must be submitted each billing cycle

*This form is not to be altered*


Click here to access Schedule of Values

http://www.rm.fs.ucf.edu/FSBO/fsbo_forms.html


To be completed by Contractor

Three (3) copies original signature by Contractor and Architect for Design Build.

If the project is not Design Build, four (4) copies original signature by Contractor and Architect.

Submitted to UCF Project Manager

Additional signature spaces allotted for UCF use.

*This form is not to be altered*



http://www.rm.fs.ucf.edu/Forms/Construction%20Contract%20Change%20Order.pdf

To be attached with change order request

Must be original signature by Architect

Back-up documentation must be included with this form



http://www.rm.fs.ucf.edu/Forms/Change%20Order%20Request%20Justification%20Form.pdf


Contractor will prepare a deductive change order for all RPOs and submit the paperwork to the project manager.(Note: The Facilities & Safety (F&S) Business Office will not be able to process the request packet without the matching deductive change order.)

Upon review and approval of the DOPO package, the project manager is to forward the package to the F&S Business Office for accuracy. The Business Office will submit the paperwork to Purchasing to issue a purchase order.

A copy of the purchase order issued by UCF will be forwarded to the project manager, who will in return forward a copy to the contractor. The contractor will send a copy to their subcontractor and vendor.

Contractor is responsible for reviewing invoice for accuracy.

Once invoice has been verified, contractor will sign the face of the invoice indicating approval for payment and forward to UCF Business Office for processing.

Actual check will be mailed from the UCF Finance & Accounting department to the vendor.

UCF cannot be held responsible for construction delays due to non-compliance with these procedures.


Quotes/Proposal Documents


• Vendor must complete the most recent W-9 for each direct owner purchase order• Complete packet to be submitted to the contractor for further processing• The contractor will prepare a deductive change order to include the DOPO Packet.

Request for Purchase Order

DOPO Information

SheetVendor W-9



The subcontractor to complete form when direct owner purchase is requested

Original signature required, including contractor’s

Contractor is responsible for entering RPO number located in the upper left-hand corner of form (number will be used as a tracking device and listed on purchase order)



http://www.rm.fs.ucf.edu/Forms/Direct%20Owner%20Purchase%20Order%20Request%20Form.pdf

http://www.rm.fs.ucf.edu/Forms/Direct%20Owner%20Purchase%20Order%20Request%20Form.pdf

Form to be completed by vendor and submitted with the DOPO packet



http://www.rm.fs.ucf.edu/Forms/Direct%20Owner%20Purchase%20Order%20Information%20Sheet.pdf

Subcontractor to complete and sign then submit to contractor with detailed invoices from vendor.

Contractor to approve and sign then submit to UCF Project Manager.

UCF Project Manager review, sign and give to Business Office for processing.



http://www.rm.fs.ucf.edu/Forms/Invoice%20Summary%20Letter%20Authorizing%20Payment.pdf

This form can be used to track request for purchase orders (RPO) prior to PO being

issued by UCF.



http://www.rm.fs.ucf.edu/Forms/Direct%20Owner%20Purchase%20Order%20Log.pdf

To be filled out by contractors.*

* Note: UCF no longer accepts the older W-9 forms. Allcontractors are required to submit the current IRS revised form.



http://www.rm.fs.ucf.edu/Forms/W-9%20Revision%20Form.pdf



Major Services Project and Funding Workflow

Requester submits FI request via the web

Space Planning Analysis and

Administration (SPAA) reviews and approves request and forwards to Facilities Planning

FP assigns FI numbers, assembles project

folder and forwards to FI

FI Manager assigns project to a Project

Manager

PM contacts requesters to discuss project scope

PM contacts an approved vendor and

requests proposal

PM reviews proposal and submits to

requester for approval and funding

PM submits project folder to Facilities &

Safety Business Office to procure funding

FSBO processes ID transfer and submits

requisition

Departmental requisition approval

Requisition approval>$50k – Associate V.P.

>$500k - President

Purchasing approves requisition and source

to PO

Purchasing dispatches original PO to vendor

FSBO prints copies of PO for project folder

and FSBO file

FSBO returns project folder to PM


Positive Change Orders >$50K- Minor Services Construction

Facilities & Safety Business Office (FSBO) received

Change Orders from Project Manager

4 copies

FSBO reviews the Change Orders

FSBO distributes the Change Orders for

signatures

Change Orders sent to Purchasing

FSBO processes the Change Order requisition

Requisition approval for FIRequisition approval $50k – Associate V.P.

$500k - President

Purchasing to approve and source to existing PO


Deductive Change Orders/Direct Owner Purchase Orders (DOPO)

Minor Services Construction

Facilities & Safety Business Office (FSBO) receives

Change Orders/DOPO form from Project Manager

4 copies

FSBO reviews the Change Orders/DOPO form

FSBO distributes the Change Orders/DOPO form

for signatures

FSBO sends email with CO attachment to Purchasing

to reduce CM’s PO

FSBO verifies the reduced amount in PeopleSoft

FSBO processes the DOPO requisition

Requisition approval for FIRequisition approval $50k – Associate V.P.

$500k - President

Purchasing to approve and source to existing PO

Review of Pay Applications

GC submits 3 copies of pay application with their signature to Facilities Improvements Project

Manager

Project Manager reviews the pay application and

forwards to Facilities Safety Business Office (FSBO)

FSBO has 7 days to review pay app

FSBO circulates for signature

FSBO generates transmittal for Finance & Accounting

(F&A)

Pay App (1 copy) is sent to F&A with transmittal for processing in PeopleSoft

Voucher and check or ACH is issued by F&A to Vendor


DOPO Invoices

After purchasing dispatches the PO, a copy goes to CM and FSBO prints a copy for

file

Invoices are submitted to CM by the Sub-

Contractor/Supplier

Invoices are approved by CM with their signature on

the Invoice Summary Sheet

CM sends the invoices with summary sheet to the

Project Manager

Project Manager reviews the invoice(s) and submits

to FSBO for processing

FSBO reviews, approves the invoice, matches with PO and stamps “OK to Pay”.

Copies of invoices are made for file and original invoices

go to F&A

FSBO does receiving in PeopleSoft and records

receipt number on invoices

Invoices are sent to F&A by FSBO for processing in

PeopleSoft

FA Accounts Payable processes vouchers, checks or ACH are issued by F&A

to Vendor



Invoices and pay applications shall be received by UCF Business Office once a month

Items not allowed to be transferred by contingency are:▪ General Liability Insurance

▪ Builders Risk

▪ Payroll

▪ Fee

When in doubt, always send detailed documentation

The following are some items not reimbursable (common examples, not limited to):▪ Coffee

▪ Paper plates

▪ Silverware

▪ Styrofoam cups

▪ Plastic cups

▪ Directory Assistance Calls, Data downloaded, Text messages

▪ Late fees

▪ Equipment damage

▪ Finance charges

▪ Travel expenses

▪ Refrigerators

▪ Flowers

▪ Microwaves

▪ T-Shirts

▪ Pictures

▪ Chargebacks

▪ Rental protection charges

▪ Insurance (any type other than required by contract)


If you have any questions please contact the UCF Facilities & Safety Business Office