CHANGE ORDERS

A change order is a request made by a department to modify an active purchase order. For example, a change order is appropriate if the department wishes to change the quantity of items ordered or modify the shipping or delivery information. A change order will not be processed for budgetary or funding changes after Purchasing has processed the order, unless the order is a Vendor Blanket. Vendor Blanket change order information may be submitted, via email to the buyer who handled the original order. Departmental options to correct account/budget information include changing the information on the invoice, processing a UFIN, or contacting Accounting for further options.

To initiate a change order, send an e-mail or written memo to the buyer responsible for that purchase order (with a cc: to your department approver). It's essential that you provide as much information as possible, including adjusted item balances and totals, and specify what location-account-fund-sub (LAFS) the adjustments should be applied to. Please be as specific as possible.

Please notify Equipment Management if a funding change affects the custody of inventorial equipment. For more information, please reference BUS-29-Management and Control of University Equipment .

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CONFLICT OF INTEREST

BUS-43, part 4: It is the University's policy to separate an employee's University and private interests, and to safeguard the University and its employees against charges of favoritism in the purchase of goods and services. Purchase of goods or services from any officer or employee of the University or from a near relative of any officer or employee is strictly prohibited unless the employee's position entails teaching or research duties. If the employee is performing teaching or research, an exception can be granted if such goods or services are not available either from other commercial sources or from the University's own facilities.

In order to make request such an exception, the following information is required:

UC Employee:

• What extenuating circumstances exist requiring the purchase of goods or services from a teaching or research employee rather than using a commercial source or the University's own facilities?
• Why must services be performed on a contract basis rather that as part of the normal work responsibilities of the employee?
• What specials skills are required to perform the services specified that are unique to this person?
  

Relative of UC Employee:

• What extenuating circumstances exist requiring the purchase of goods or services from a near relative of an employee rather than using a commercial source or the University's own facilities?
• Who will be directly responsible for the supervision of the work of a near relative of the University employee?
• What special skills are required to perform the services specified that are unique to this person?
  

Prepare a memo to the Purchasing Manager incorporating statements based on the above questions, and send it with the Conflict of Interest form (*pdf) and the purchase requisition to Purchasing.

Each request is reviewed on a case-by-case basis and approval is not automatic. Commitments must not be made prior to approval. Upon approval of the Conflict of Interest form the requisition will be processed by either the Purchasing or Contracts Office.

Conflict of Interest policies result from the Political Reform Act Disqualification Requirements of 1974.

BUS-43, Part 7 sets forth special limitations and requirements covering acquisitions of goods or services by the University, including independent consultant services when the transaction involves an employee-vendor relationship and not an employer-employee relationship. The latter is governed by appropriate personnel rules.

University of California Policies and Guidelines (*pdf): http://www.ucop.edu/ucophome/coordrev/policy/1-24-01att.pdf

Click below to download the modifiable Conflict of Interest Form:
Conflict of Interest form (*pdf)

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Purchase Goods & Services | Small Business Program | Removal Procedures | Hiring Temporary Personnel
Hints for Dealing with Vendors | Purchasing Agreements | Purchasing Policies & Procedures

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