EREQ

EREQ

Effective 2/05/2024, prior approval required by appropriate Vice President or GMC Executive Director on acquisition requests over $10,000. Review and approval workflow is made as part of EREQ Smartsheet.

A. Department Information

Business Unit*

Check the appropriate Business Unit below.

SOCMP

SOSSE

SOASI

SOFDN

Department ID and Name*

Select

Request Type*

New Request

Change to Pending EREQ

Change to an existing PO or Contract

Department Internal Reference

For department internal use

Pending EREQ Number*

What is the EREQ number that you would like make change to

PO or Contract Number*

Please provide the PO or contract number that you want to change.

Requisition Type*

COMMODITY examples: equipment/computer/office supplies/athletics supplies/containers...Pick COMMODITY if there is combination of commodity and service component and the commodity is the main purchase. SERVICE examples: consultant/rental/printing or mailing/any license access fee, any subscription/membership, web access/design.. Purchase of an equipment with service component, please select "COMMODITY"

Commodity

Service

ORSP Subaward

SSU Receiving Department Notification*

Department must notify SSU Receiving Department, with PO number and line number, once items are received and accepted by the University. Invoice will not be paid until Receiving is notified and receive the items in CFS.

SSU Work Order Number

Project Manager/PO Owner*

Please provide Project Manager/PO Owner name and email address. Invoice must be reviewed and approved by this person in order for Accounts Payable to move forward with the payment process.

FM Maintenance Justification for over $5,000*

Please provide the justification that this is maintenance instead of a out to bid based on the definition and guidelines provided in CO's website - https://www.calstate.edu/csu-system/doing-business-with-the-csu/capital-planning-design-construction/Pages/cpdc-resource-library.aspx?&FilterField1=Title&FilterValue1=maintenance%20task&FilterOp1=Contains In CPDC Resource Library, type in "Maintenance Task" under keyword

Emergency PO Number*

Please provide the Emergency PO number that was issued when the emergency was first occured.

JOC Information*

Please provide the Project Number and Project Title in eGordian. Please also make sure that the Project Status in eGordian is "Proposal Approved"

JOC Contractor DVBE Requirement*

Confirm that DVBE requirement is met by the JOC Contractor.

CPDC/Capital Projects Project Description & General Scope of Work*

Please provide the project description and summary of scope of work. Detailed scope of work can be provided as Google File share in the text box below or upload the files in the file upload section of this form.

CPDC/Capital Projects File Share Link

Please provide the Google Share Drive link here if files are too big to upload

CPDC/Capital Projects Deliverable Type*

Select

CPDC/Capital Projects Deliverable Special Request and Others*

If "special item request" or "other" is selected, please provide details in the text box below

Requestor Name*

If you don't see your name in the list, select "Other" and type in your name in the box below. Email Joy Sun at joy.sun@sonoma.edu to add your name to Requestor Name list.

Select

Other - Requestor Name*

Please put your name

Requestor Phone Number*

Requestor Email*

Date Needed

Enter the date that purchase or service is needed by. Contingent upon the completion of EREQ submittal, minimum turnaround time for a simple purchase or service order is between 2-4 weeks upon receipt of EREQ. Turnaround Expectations are outlined in Section 9 of the Smartsheet EREQ instruction.

Department Contact Name*

Who should the buyer contact for questions about this EREQ and who should the vendor work with once the contract is signed.

Department Contact Email*

PO Owner Name*

Person to receive, review and approve invoice. Invoice must be reviewed and approved by this person in order for Accounts Payable to move forward with the payment process.

PO Owner Email Address*

Additional PO/Contract Distribution*

Does any one besides the requestor, vendor/supplier, department contact and billing contact needs a copy of the PO/Contract?

Select

Send additional copy of PO/Contract to

Please provide name and email address for additional PO/Contract distribution

On or Off Campus Shipping Location

For commodity purchase only, please indicate where the item(s) will be shipped to

Select

On Campus Delivery Location

For commodity purchase only, where should the item(s) to be delivered to. Please indicate building name and room number.

Off Campus Delivery Location

Please indicate the employee's home address for shipment. Department acknowledges the sales tax and shipping charge might be different. Appropriate Administrator's approval is required.

B. Vendor/Supplier Information

New Vendor/Supplier - Check the box below if vendor/supplier does not exist in CFS

Due to data security requirement, vendor/supplier must upload the completed 204 form to Financial Services website. Form and instruction are avaliable at https://finance.sonoma.edu/procurement/vendorsupplier-resources/vendor-registration. DO NOT SUBMIT 204 FORM WITH EREQ.

Suggested Vendor/Supplier Name*

Enter the complete and correct name of vendor/supplier. Note - for software purchase, please make sure that the VENDOR/SUPPLIER NAME is provided here not the software program name. Example: Oracle (vendor name) vs CFS (program name) Contracts & Procurement might conduct request for quote or market sourcing analysis to ensure the University is getting the best pricing and services.

Contract with an individual

If "Yes" is selected, an approved ICR must be uploaded as part of EREQ submittal.

Yes

Vendor/Supplier Number*

Enter the complete and valid 10 digits CFS supplier number. For example - 1212143549 Put "NA" for new vendor/supplier

Vendor/Supplier Contact Person Name*

Vendor/Supplier Contact Email Address*

Please make sure the email address is correct and complete.

Vendor/Supplier Contact Phone Number*

C. Requisition and CFS Chartfield String Information

Service Begin Date*

Must be a future date

Service End Date*

When do you need the vendor to complete the service.

Service Duration over 180 calendar days (6 month)*

Check "Yes" If service duration is over 180 calendar days. This EREQ will require Labor Relations review. Additional processing time is needed.

Yes

Service Rate Type*

Hourly Rate inclusive of all reimbursables

Hourly Rate plus reimbursables

Fixed Fee inclusive of all reimbursables

Fixed Fee plus reimbursables

Hourly Rate

Enter hourly rate

Fixed Fee

Reimbursable Expenses Amount

Where will the service be performed?*

Services performed outside of California do not require state tax withholding; however, invoice must state “All services were provided outside the state of CA.” For services performed both inside and outside of CA, you must allocate those services using FTB form 587 available at www.ftb.ca.gov.

In California

Outside California

Both

Travel Reimbursement Applicable*

Check "Yes", If vendor is seeking travel reimbursement in addition to the service fee. Vendor must follow the CSU Travel Policy which will be part of the contract. University will not pay hourly rate for travel.

Yes

Will UAS/Drone be used by Vendor/Supplier*

If "Yes" is selected.The approved APPLICATION FOR PURCHASE & USE by the UAV Review Board must be provided. See details in D. Required Submittals section.

Select

New Request Description*

For commodities - What are we buying and what is for. For services - Detailed Scope of Work. Describe work to be performed and expected milestones, deliverables, report or end products. For Software purchase - Name of the software, detailed product description, who will be using the software and what is the software for. For Blanket Order - Put "Blanket Order" at the begining of the description

Change Description*

What are the changes.

Fund Type*

Select

Chartfield String Type*

Select

Hospitality Specific Account Number*

Select

EH&S Specific Account number*

Select

Account Number*

Select

Fund Number (For example SO100, GM101...)*

Project ID

Program Code

Class Code

Multiple Chartfield Strings

Please provide the amount and completed CFS chartfield string in this format - Account Number/Fund Number/DeptID/Program/Class/Project ID Please put "0" or "NA" for category that is not applicable. Example: $5,000 purchase $2,500 613001/SO100/3067/0000/0000/40280 $2,500 613001/SO100/3060/0000/0000/60258

ORSP Funding Source*

Please select one funding source if "ORSP fund" is used

Select

ORSP Principal Investigator*

Select

Total Requisition Amount*

Requisition Amount over $10,000*

Select "Yes" if the requisition amount is over $10,000. This EREQ will be route to the appropriate vice president or GMC Executive Director for review.

Select or enter value

Vice President Review for requisition over $10,000*

Select the Vice President of your division. VPs are looking for a detailed description of what this EREQ is intending to procure.

Select or enter value

D. Required Submittals

Contingent upon purpose of the purchase, what are you purchasing and dollar amount, one or more of the required submittals will be required as part of the EREQ submittal.

For shed/cargo container related purchase or service, please contact the campus planning and space committee before submitting the EREQ.

Utilize the checklist below to ensure applicable required submittal(s) are uploaded in the "Required Submittal File Upload Box" below. EREQ will be returned if any of the required submittal is missing or incomplete.

Conditional Purchase

Select

Key Access Request*

Does the service provider need University key access

Select

Building Name & Number for key access*

Quote/Proposal/Vendor Contract

Check the box below if there is a vendor quote, proposal or contract and the document must be uploaded to the "Required Submittal File Upload Box" below. Please make sure the amount on the quote is matching the amount indicated on the Total Requisition Amount on the EREQ form.

Vendor's website link

Provide the correct and complete website link here if applicable. For multiple website links, please make sure the links are seperated.

Independent Contractor Review (ICR)*

Applicable when vendor is an "individual" not a company. (For example John Smith or John Smith dba Zero Waste LLC). ICR form can be found at HR's website - https://hr.sonoma.edu/es/es-forms. Check the box below if ICR is applicable and approved ICR must be uploaded to the "Required Submittal File Upload Box" below.

Technology Purchase Review - TPR (formerly known as IT Cert)*

Attach the TPR and email approval from IT

Drone or Drone Kit Purchase and Use Review*

Applicable for all purchase and use of Drone or Drone Kit. For more information, please go to SSU ORSP website - https://orsp.sonoma.edu/research-compliance/unmanned-aerial-vehicles-or-systems-uav-or-uasdrones. Check the box below if Drone or Drone Kit Review is applicable and approved APPLICATION FOR PURCHASE & USE by the UAV Review Board must be uploaded to the "Required Submittal File Upload Box" below.

Cloud Use Data Security Checklist (part of the TPR)*

Select "Yes" if this a cloud related purchase and data security checklist is included in the Technology Purchase Review (TPR).

Yes

Hospitality*

Please refer to the hospitality policy at Financial Service's website - https://finance.sonoma.edu/forms Check the box below if Hospitality is applicable and a completed/signed hospitality form must be uploaded to the "Required Submittal File Upload Box" below.

Gift Card Form*

Required when any gift card is provided to an employee, or one or more gift cards totaling over $50 are provide to non-employees. Form and process can be found at https://finance.sonoma.edu/forms. Check the box below if this is a gift card related purchase and a completed gift card form must be uploaded to the "Required Submittal File Upload Box" below.

Environmental Health & Safety (EH&S) Approval*

Applicable to all hazardous material/chemical purchase. For definition of hazardous material and approval process, please go to EH&S website - http://ehs.sonoma.edu/hazardous-material-procurement/hazardous-material-procurement-program. Check the box below if this is EH&S related purchase and a completed and signed EH&S material purchase approval form must be uploaded to the "Required Submittal File Upload Box" below.

Strategic Communication Approval*

Applicable to all advertising, marketing, use of social media, web or website design, printing and mailing of flyers, books, programs. Please go to Strategic Communication website for details - https://stratcomm.sonoma.edu/. Check the box below if this is applicable and an email approval from Strategic Communication office must be uploaded to the "Required Submittal File Upload Box" below.

Appropriate Administration (AA) Approval*

Applicable for items shipped to employee's residence. Check the box below if this is applicable and an email approval from the employee's AA must be uploaded to the "Required Submittal File Upload Box" below.

Emergency PO Approval (For Facilities Management Use only)*

Check the box below if this is an Emergency PO. Email documenting the natural of the emergency, location, work to be performed, vendor and estimated cost must be uploaded in the "Required Submittal File Upload Box" below. The email must include the AVP of Facilities Management, Contract Manager, Managing Director of Contracts and Procurement, Director of Administrative Operation at Facilities Management.

Subaward vs Contract Determination (For ORSP use only)*

Check the box if this is a subaward and the completed and signed subaward vs contract determination checklist must be uploaded.

SOASI Approvals*

2 approvals are required for all SOASI EREQ. Check this box if this is a SOASI EREQ and 2 email approvals must be uploaded to the "Required Submittal File Upload Box" below.

Facilities Management Approval*

Check the box if this is a vehicle/cart purchase or repair service or Large Equipment and Repair of campus facility and approval from Facilities Management must be uploaded to the "Required Submittal File Upload Box" below. Please contact Nicole Hendry at Facilities Management if you have any question.

CPDC Approval

Check the box if this is a furniture purchase and approval from Facilities Management must be uploaded to the "Required Submittal File Upload Box" below. Please contact Facilities Management if you have any questions.

Please acknowledging the University key access requirement by checking the box below.*

Upon request, key access (brass or card key) will be issued to Service Provider. The holder of campus key access must abide by all provisions of the Sonoma State University Key Control Policy. Authorized key holders must be identified by name by Service Provider, which will affirm for the Seawolf Service Center authorization of a key being issued. Issuance of this key must be reaffirmed annually at the time this agreement is renewed, following the campus key issuance process. University keys are California State property and the key must be surrendered to the Seawolf Service Center either upon demand or if the keyholder’s relationship with Service Provider or the campus changes. All costs of key recovery or re-keying related to unreturned/lost keys will be the responsibility of the entity to which the key was issued.

Notes

Provide any information that will assist the buyer in completing your purchase or contract.

Required Submittal File Upload

Please upload all required submittals here. Each required submittal should be a seperate file attachment. The file name should be clear and easy to identify. For example, DOA Approval.pdf or IT Cert.pdf, hospitality.pdf.......

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