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Facilities & Safety Business Office
UNIVERSITY OF CENTRAL FLORIDA
License Package Sheet
Professional Services Invoice
Design Build Services Invoice
UCF Certificate of Partial Payment
UCF Certified Small, Minority, & Women Owned Business
Participation Schedule of Values
Buy-Out Savings & SOV Line Transfers
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
UNIVERSITY OF CENTRAL FLORIDA
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
At beginning of the construction, the contractor will submit spreadsheet with subcontractor’s information.
Attach a copy of each professional license.
Provide a copy of each subcontractors’ contract showing contract amount.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
UNIVERSITY OF CENTRAL FLORIDA
Professional Services invoice template.
To be billed as per contract.
Must start with invoice #1 and bill consecutively.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Schematic Design, Design Development, andConstruction Documents – Deliverables toPM and paid at 100%.
Construction Administration – Require copyof the contractor’s approved Certificate ofPartial Payment to bill based on percentageof work completion. The percentage iscalculated by dividing “Completed To Date”into “Adjusted Contract Sum” to get thepercentage work complete.
Any other line items require supportingdocumentation.
Click on form for document
Design Build Services invoice template
To be billed as per contract
Must start with invoice #1 and bill consecutively
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Schematic Design, Design Development, andConstruction Documents – Deliverables toPM and paid at 100%.
Construction Administration – Require copyof the contractor’s approved Certificate ofPartial Payment to bill based on percentageof work completion. The percentage iscalculated by dividing “Completed To Date”into “Adjusted Contract Sum” to get thepercentage work complete.
Any other line items require supportingdocumentation.
Click on form for document
Supporting Documents
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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To be completed by contractor
Must be submitted with the monthly pay application even if a minority is not used
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
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*
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
The Buy-Out Savings and SOV Line Transfers must be pre-approved by the Project Manager,FPC Associate Director, and FPC Director.
Submit the approved forms with pay application.
Buy-Out Savings SOV Line Transfers
Click on form for document Click on form for document
UNIVERSITY OF CENTRAL FLORIDA
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*
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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To be attached with change order request
Must be original signature by Architect
Back-up documentation must be included with this form
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
UNIVERSITY OF CENTRAL FLORIDA
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.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Quotes/Proposal Documents
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
• 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)
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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Form to be completed by vendor and submitted with the DOPO packet
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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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.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
This form can be used to track request for purchase orders (RPO) prior to PO being
issued by UCF.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
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.
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
Click on form for document
UNIVERSITY OF CENTRAL FLORIDA
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
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
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
UNIVERSITY OF CENTRAL FLORIDA
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)
P.O. Box 163640 * Orlando, Florida 32816-3640 * Telephone (407)823-4983 * Fax (407)823-4704
If you have any questions please contact the UCF Facilities & Safety Business Office