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Queen's University
 
  • Forms

Forms

These are the various forms that are found throughout out website. We provide them here, with simple explanations of what each form is for, who will need to sign it, and where it needs to be sent. It is necessary for your computer to have Adobe Reader installed to access the forms.

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Strategic Procurement Services

Below you will find the various forms used by Strategic Procurement Services (SPS). All forms can be downloaded, opened and edited with Adobe Reader.  Please email the completed form to buystuff@queensu.ca or attach it to the relevant Requisition in PeopleSoft or print off and fax to the SPS office at 613-533-2579 or deliver to the SPS Office.  If the form pertains to a Credit Card please following forwarding instructions listed beside the form below.

Obtaining Signatures on P0001 forms

When completing a P0001 exemption form (P0001, P0001R, P0001C or P0001H) the Requester should ensure the justification provided for the exemption is clear and detailed enough to determine that it meets one of the exemptions on page 2 of the forms (or that a higher cost purchase provides better overall value in the case of a P0001H form).

The Requester should then sign the form and ensure the form has the necessary signatures from their Area or Faculty BEFORE submitting the form to Strategic Procurement Services (either by email, fax, campus mail or as an attachment to a requisition in PeopleSoft).  Forms that are not completed by the Requester's Area or Faculty will be returned so the applicable signatures can be obtained.

Strategic Procurement Services will review the forms and obtain any signatures from ORS/eQUIP, the Vice Principal's and the Principal if required (based on the $ value of the purchase) following authorization by the Director, Strategic Procurement Services.  If the justification provided does not meet one of the exemptions allowed under Federal Legislation the form will be returned unauthorized.  Steps should then be taken to provide a clearer justification or proceed with a competitive procurement process.

Do not send any P0001 forms directly to the Offices of ORS/eQUIP, the Vice Principal's or the Principal.  Any forms that are sent directly to these Offices will be forwarded to the Director, Strategic Procurement Services for review before any authorization is granted to proceed with the purchase.

Form# Form Name Area of Use Signatures Required Form Function

P0001

 

 

NON-RESEARCH Exception To the Procurement Policy Request

 

UPDATED FORM

May 2012 - now a fillable pdf!

Non-Research

 

Depends on $ Value:
  • Yours
  • Appropriate Dean
  • Area Assoc. VP
  • Forward to Director, Strategic Procurement Services

In the event that your department wishes to make a Non-Research/Operating purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Board Delegation of Signing Authority), this form must be completed.

P0001R

 

 

RESEARCH - Exception To the Procurement Policy Request

 

UPDATED FORM

May 2012 - now a fillable pdf!
Research Depends on $ Value:
  • Yours
  • Appropriate Dean
  • Forward to Director, Strategic Procurement Services

    In the event that your department wishes to make a Research purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Board Delegation of Signing Authority), this form must be completed.

    P0001C

    CONSULTANTS - Exception To the Procurement Policy Request

     

    UPDATED FORM

    May 2012 - now a fillable pdf!
    All

    Depends on $ Value:

    • Yours
    • Forward to Director, Strategic Procurement Services
    In the event that your department wishes to secure the services of a Strategic Consultant but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Board Delegation of Signing Authority) this form must be completed.
    P0001H

    HIGH BIDDER - Exception To the Procurement Policy Request

     

    UPDATED FORM

    May 2012 - now a fillable pdf!
    All

    Depends on $ Value:

    • Yours
    • Appropriate Manager/Faculty
    • Forward to Director, Strategic Procurement Services

    In the event that your department wishes to select a supplier which has not provided the lowest quote, this form must be completed.
    P0002

    Procurement Credit Card Application

     

    NEW FORM


    All
    • Yours
    • Your Manager
    • Director of Strategic Procurement Services
    • Forward form to the Credit Card Assistant
    The Queen's Procurement Card is an alternate method of purchasing products and services without eroding good business practices or circumventing internal controls. If you are a designated buyer for your faculty or department and wish to be issued a card, please fill in and submit this form to Strategic Procurement Services, to the attention of the Credit Card Program Administrator
    P0003 Procurement Credit Card Pickup Form All
    • Yours
    • Credit Card Program Assistant
    In order to ensure that new cardholders are familiar with and agree to abide by the policy and procedures for the procurement card, this form must be signed by the cardholder upon receipt of the new card . This form is made available here for your own reference.
    P0004

    Procurement Credit Card Change Request

     

    NEW FORM

    All
    • Yours
    • Your Supervisors
    • Director of Strategic Procurement Services
    • Forward form to Credit Card Assistant

    Use this form to indicate which of the following options you need to have changed about your department's Procurement Card; the following types of changes are available:

    • Change of billing address
    • Change of faculty / department name
    • Change of departmental card coordinator
    • Card cancellation / account deactivation
    • Transactional limit adjustments
    • Request a one time exception
    P0005

    Supplier Request Form
     

     

    NEW FORM - March 30, 2012

    All
    • Strategic Procurement Services

    When a supplier is not in the PeopleSoft Supplier Master file, use this form to request a supplier be added. You will need to complete the information required on the form and  submit to Strategic Procurement Services.  SPS will review the request and pass the form to Finance (AP) to add to the Supplier Master file.  This form can also be used for modifying or deleting supplier information.


    Shipping Forms

    The following forms are forms related to shipping at Queen's University.

     Form Name Signatures Required Form Function 
    Export Documentation
    • Yours
    If you are going to ship internationally, you will need to fill out this form. It should be printed and faxed to Strategic Procurement Services' Customs & Traffic Coordinator.
    Plant Protection Act
    •  Yours
    When importing various types of plant matter, it is necessary to fill out this form in order to ensure your order will be allowed to cross the border. The completed form should be submitted to

    Travel Forms

    Travel forms have now been updated.  The Travel forms can be located on the Forms Section of the Financial Services website.

    Impact of the BPS Procurement Directive on our Forms (April, 2011)

    With the BPS Procurement Directive in effect Strategic Procurement Services has had to update the P0001 Exception to Procurement Policy Request Form. The Directive mandates that exceptions to procurement policy are authorized one level higher than competitive purchases of the same dollar value.  As a result we can no longer use the same form for both Research and Non-Research purchases as the Queen's University Signing Authority Matrix is not the same for both areas. 

    Please note the changes in individuals required to authorize exceptions to procurement policy.  

    Exceptions that require sign off by ORS/eQUIP, a Vice Principal and/or Principal must be forwarded to Strategic Procurement Services before requesting the signature of the above signing authorities.

    In addition, Strategic Consultants fall into their own category under the Directive and have their own exception approval level mandated by the Provincial Government.  Therefore, we have created a Consultants Exception to Procurement Policy form for use by anyone at the University.  The BPS Procurement Directive mandates that a minimum of three strategic consultants should be invited to bid if the value of the contract is less than $100,000.  Any strategic consulting valued at over $100,000 must be publicly tendered by Strategic Procurement Services. Please use the form below if you require an exception from this policy. 

    The form must be forwarded to Strategic Procurement Services before requesting the signature of the Principal.

    The BPS definition of a Strategic Consultant is: “a person or entity that under an agreement, other than an employment agreement, provides expert or strategic advice and related services for consideration and decision-making.”

    Finally, a request to use a High Bidder does not need the extra level of sign off so a form just for this purpose has been created for use by anyone at the University.

    We will no longer accept the old P0001 Exception to Procurement Policy form after April 30th, 2011.

    Kingston, Ontario, Canada. K7L 3N6. 613.533.2000