After the Fact PO Form (ATF)

After the Fact PO Form (ATF)
March 1, 2016
After the Fact Overview
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Policy/Guidelines
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When & How to Use
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After the Fact (ATF) purchases
• Are "unauthorized purchases" per UCOP Bus 43 policy
• Have been committed to the supplier without proper authorization
• Are against policy and will be tracked for reporting purposes
• Require justification for why this transaction was after the fact
Use the BearBuy After the Fact PO Form to pay for goods/services for which a Purchase Order (PO) should have been
created but was not
Each supplier invoice should be submitted on a separate form
It is a requirement that you attach a completed After the Fact Justification Form, any necessary supporting
documentation, and an invoice to the BearBuy After the Fact PO Form
Read the After the Fact PO How To Buy Guide for additional guidance
How to Avoid After the Fact Purchases
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Create a PO prior to requesting goods or services from a supplier
Set up an Amount-based (blanket) PO for multiple payments to the same supplier for emergency services you may
need over a period of time
Do not approve a supplier to deliver goods or start services until you have a PO in place
Consult your Central Buyer for advice on how to better plan purchases so you can avoid after the fact purchases
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HOW TO COMPLETE THE AFTER THE FACT PO FORM
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Find & Select the Form
• Navigate to the Forms for Specific Purchases
section at the bottom of the BearBuy
Shopping Homepage
• Click on the After the Fact PO Form name to
open the form
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Supplier Information
• Read the instructions on the left
side of the form and review the
After the Fact How To Buy Guide
linked on the form
• In the Request Information
section of the form, type the
supplier name in the Enter
Supplier field
– If the payee name is different from
the supplier name, enter the name
in the Payee field (optional)
– To include a message with the
payment, specify a message in the
Payment Message field (optional)
– Confirm the Remit To Address is
correct
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Invoice Information
• Enter the supplier’s invoice number in the
Supplier Inv # field
• Enter the date of the invoice in the Invoice
Date field
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Justification & Documentation
• In the After The Fact Justification Section Provide a brief
summary of why the unauthorized purchase was made
• In the Internal Attachments section
– Attach a completed and signed After the Fact Justification Form
– Supplier’s invoice
– Any necessary supporting documentation (i.e. Certificate of Insurance,
Conflict of Interest statement, pre-hire worksheet. etc.)
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Goods or Services purchased After
the Fact
• In the Description field, enter a description of the item or service
purchased
• Enter the Unit Price and Quantity of the good or service purchased
• If multiple goods or services were purchased, use the second Description,
Unit Price, and Quantity box to specify additional goods or services
– Each good/service will create a separate line item
– Additional After the Fact PO Forms may be used to specify additional goods or
services lines
– Separate taxable and non-taxable items into different lines
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HIPPA & Commodity Code
• Specify if the supplier has access to Protected Health Information
(PHI) and is subject to the Health Insurance Portability &
Accountability Act (HIPAA)
– Select HIPAA if the supplier has access to PHI
– Select NO if the supplier does not have access to PHI
– This question is required
• Select a commodity code for the purchase
– The Commodity Code applies to all items entered on the form
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SUBMITTING & APPROVING THE AFTER THE FACT PO
FORM
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Creating Requisition & Tax
• Add the form to your cart
• If any items are taxable, check the Taxable checkbox in your cart.
– If the items are not taxable, ensure the box is not checked
• Specify any necessary information or values in your cart
• Process your cart like you would for a standard BearBuy order
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Approvals
• After a Requester places the order, the requisition requires
department Requisition Approver approval at any dollar
amount
• For high dollar transactions over $5,000, Procurement Buyers
will review and approve the requisition
• Required approvals can be viewed graphically from the
requisition’s PR Approvals tab
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Purchase Order
• A PO will be created after all necessary requisition approvals
are completed
• The PO will not be sent to the supplier
• The PO encumbers funds and create liens
• A Voucher is auto-generated from the PO
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Voucher
• The voucher always requires approval from the department
Voucher Approver at any dollar amount
• The voucher is reviewed by Accounts Payable in the
Controller’s Office
• A Voucher’s Approvals tab shows required approvals
• Once all approvals have occurred the Voucher will be payable
• After supplier net terms is met, the Voucher will be paid
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Change Orders & Liens
• After the Fact POs cannot be modified once they are
created
– No Change Orders Request Forms should be submitted to
modify After the Fact POs
– If you made a mistake on the request, contact the
Controller’s Office ([email protected]) and ask
to cancel the after the fact Voucher, submit a BearBuy
Change Order Request Form to close the after the fact PO,
and resubmit your after the fact request
• Change Order Request Forms can be submitted to
close After the Fact Form POs to remove liens
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PAYMENT REQUEST FORM USAGE
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Payment Request Form
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When & How to Use:
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To pay for an activity that does not require a PO
Each supplier invoice/supporting documentation should be submitted on a separate form
It is a requirement that you attach an invoice to the Payment Request; payment will not be processed
without one
After the Fact transactions cannot be submitted using this form
The Form can only be used for the following transactions:
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Donations/Contributions
Government Fees/Visas
Guest Lodging
Honoraria
Memberships/Subscriptions
Refunds
Registration Fees
Relocation
Student Summer Programs
Suppliers who will not accept a PO
Telecom/Data Services
Utilities
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Customer Support
• For
Application how-to questions:
– Contact the IT Service Desk at (415) 514-4100, option
2 or [email protected]
• For policies and procedural questions:
– Email Supply Chain Management at
[email protected]
• For payment related questions:
– Contact the Controller’s Office Solution Center at
[email protected] or (415) 476-2126
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