Purchase Order and Contract Request

This form will help the King Center Administrative team to pay for goods or services to outside suppliers/vendors. Based on this form, the Administrative team will determine the best process for your purchase, help you to set up a new supplier/vendor, ensure the existing supplier/vendor has an active record in the Stanford Financial system database, and submit the purchase requisition or contract request in the Stanford Financial system.


All purchases begin with a discussion among stakeholders to analyze the need for a good or service. This includes obtaining competitive quotes from suppliers with pricing for the desired goods or services. Once you identify your supplier, you can submit this form.


If the supplier is new to Stanford, make sure to share the Do Business With Stanford link with them. This page provides important information for current and potential suppliers to the university.


In some cases, your purchase may require a contract setup. A contract is generally required when a business unit, school, or department would like to hire a non-Stanford outside company or individual to perform a service for Stanford. Because these contracts bind or obligate the University to a financial or a non-financial commitment, contracts must be written and signed by the proper authority.


The Stanford Procurement Services department within Financial Management Services is the designated authority to sign contracts for the purchase of goods and services (also referred to as procurement contracts) for the University.


There are many types of transactions that require a contract in order to document the expectations of each party. Here are the contract types currently available in the SmartMart Contracts system.


Transactions that do not require a contract signed by Procurement Services typically follow the Purchase Order process or are purchased through other methods and signed under a Delegation of Signature Authority letter already on file.

Requestor Information

The requestor is the person submitting this form.

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Project Information

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For more information please visit the Global Business Services website.

The IRS requires that business owners correctly determine whether an individual providing services must be paid as an employee or may be paid as an independent contractor. An Independent Contractor Checklist (IC Checklist) can help determine whether to pay a consultant as an independent contractor or employee and must be attached when submitting a requisition if the supplier is an individual person and not a company or corporation.


If Supplier/Vendor is an independent contractor, please download, fill, and upload this form to the Attachments section.

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Collection, use, and exchange of personal data is governed by a variety of privacy regulations, depending on context and where geographically the data is processed.


Some categories of personal data are deemed to be particularly sensitive; and use or exchange of such data may subject Stanford to additional scrutiny and heightened obligations under privacy laws worldwide.


A list of categories that are consider highly sensitive can be found here.

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Please provide a description of the high risk data involved.

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Please obtain the IRB authorization form from the Stanford Research Compliance Office prior to starting your project.

Attestation of price reasonableness should be acquired prior to submitting any requisition for approval. Requestor may elect to do one or more of the following to ensure and/or document price reasonableness:

  • Solicit competitive bids
  • Compare pricing across suppliers
  • Document justification for a single source or sole source (a single source is a supplier specifically selected amongst others, due to superior compatibility, quality, service, support, continuity, etc.; a sole source supplies a product or service for which there is no alternative supplier)
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For projects above $25,000, a Sole Source Justification form is required and must be submitted to the Attachments section.

Please provide the name of Faculty PI or Program Manager. This should be a Stanford-affiliated person who works directly with Supplier/Vendor on the project..

Please provide the Faculty PI or Program Manager's email address.

Please provide a brief description of services.


For projects under $10,000, please attach a vendor's estimate.


For projects over $10,000, please also complete the Scope of Work and upload it in the Attachments section.

Please upload the following documents:


  • Vendor's Estimate/Quote
  • Project Budget (required, if not included in SOW)
  • Scope of Work (required for budgets over $10,000) or a simplified version
  • Sole Source Justification (required for amounts greater than $25,000)
  • Independent Contractor Checklist (if applicable)
  • If your are requesting for Graduate Student Research Funding, please submit your Award Letter
  • If you have document confirmation from your PI allowing you to use their research funding, please attach (screen shots permitted).
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Supplier/Vendor Information

The supplier/vendor is an outside contractor or organization providing services to Stanford.

The Supplier/Vendor must have an active record in the Stanford university's supplier/payee database prior to project start date. Vendor Services will email a new Supplier/Vendor directly a link to the secure portal. New Supplier/Vendor will need to provide necessary information and upload required documentation (for example tax documentation, banking information, etc.). The process also used for existing Supplier/Vendor in case there is a need to update the information in the database.

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Only applies if the supplier is a company or organization

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