Frequently Used Forms

NOTE - ALL DOCUMENTS ARE ATTACHED AT THE BOTTOM OF THIS PAGE

Purchasing

• Bid Summary Worksheet - when securing multiple bids for a project, this sheet should be used to organize the price comparison between vendors.
• Request for Proposal (RFP) template - This is a standard CU template for RFP submission to vendors.
• Scope of Work Form - This is a standard University form used to organize the scope of any project with a vendor. Unless the vendor has a similar Scope/Statement of work document of their own, this form should be used for all goods/services Purchase Orders.
• Photography/Videography Rider - required for any service related to photography and videography for Columbia University. Must be signed by the vendor.
• Release Agreement - required for copy editing, case writing, illustration/drawing services by a vendor. Only a completed and signed agreement along with invoice are required for payment.
• Sole/Single Source Justification - Required for any purchase order exceeding $2,500 that did not go through the competitive bidding process. This form requires a thorough business purpose and justification.
• Service Provider Agreement (SPA) - Standard terms and conditions of Columbia University for any service agreements. Vendor may have their own agreement terms, but it is recommended to use the Columbia SPA whenever possible. Specialized SPA are available for Marketing and IT services.
• Service Provider Amendment - Amendment template when submitting a Change Order to a PO. This form allows you to amend the dates of service (Period of Performance) or total cost of the agreement (Consideration).
• Independent Contractor Certification (ICC) - If the vendor is a sole proprietor, he/she will have to complete the ICC form in addition to the SPA.
• Certificate of Insurance (COI) - This is a required document when vendors work on CU property or work with CU data in any capacity. The vendor will provide proof of insurance based on the required coverage established by the University. A sample COI is provided to simply the process for the vendor.
• Tax Exemption Form (2018 updated form) - Some vendors will require proof of tax exemption for CU.
• Tax ID form - Columbia University's W9 Taxpayer Identification form.
• Letter of Credit - Commonly used for purchase from the CU Bookstore, a letter of credit will allow you to purchase goods with the provision of this letter from SPS Finance. Make a request to SPS Finance for a letter at least 5 business days before the purchase. Please provide itemized detail and total for purchase request in your request along with a chartstring and the name of the employee who is making the purchase. A letter of credit will be issued in 5 business days. Take the letter to the bookstore to purchase goods and SPS Finance will be invoiced per your order. 

Vendor Create/Modification

• W-9 (Request for Taxpayer ID Number and Certification - IRS form W9 for taxpayer ID.
• W-8BEN (Certificate of Foreign Status - Individuals) - Required for foreign individuals.
• W-8BEN-E (Certificate of Status of Beneficial Owner - Entities) - Required for foreign companies/entities.
• Wire Transfer Template - Required for foreign vendors as payments will have to be made via Wire Transfer.
• Vendor Management Manual Vendor Questionnaire - Vendor questionnaire form for vendors who are unable to complete online form (only allowed under special circumstances).