Change Order Request Form for CSUDH Procurement
This document serves as a Change Order Request Form for increasing funds or altering goods and services at CSUDH. It is essential for making modifications to orders and ensuring proper procurement. Please follow the instructions carefully to complete the form accurately.
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How do I fill this out?
To fill out the Change Order Request Form, begin by entering the date and relevant purchase order number. Clearly specify the changes you wish to make and provide a valid reason. Finally, ensure all required signatures are obtained before submission.
How to fill out the Change Order Request Form for CSUDH Procurement?
1
Enter the date and P.O. number at the top of the form.
2
Specify the changes and provide a clear description of the modifications.
3
Fill in the new total amount and revised P.O. total.
4
Obtain necessary approvals by having the approver sign the form.
5
Submit the completed form via email to the procurement department.
Who needs the Change Order Request Form for CSUDH Procurement?
1
Department heads who need to request changes to purchase orders.
2
Procurement officers for accurate record-keeping of order modifications.
3
Accountants requiring updated financial data for budgeting.
4
Project managers overseeing specific goods or services for project completion.
5
Administrative staff responsible for processing and managing orders.
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What are the instructions for submitting this form?
To submit the Change Order Request Form, ensure that all sections are completed accurately. Email the finished form to procurement@csudh.edu or fax it to (123) 456-7890. It is advisable to keep a copy of the submitted form for your records.
What are the important dates for this form in 2024 and 2025?
For 2024, important submission dates include February 15, April 15, and October 15. Stay aware of department deadlines to ensure timely processing. For 2025, dates will generally follow a similar schedule.
What is the purpose of this form?
The Change Order Request Form serves as an official document to request modifications to existing purchase orders. Its primary purpose is to help departments maintain accurate procurement records while facilitating necessary changes. This form ensures compliance with university procurement policies and streamlines the change approval process.
Tell me about this form and its components and fields line-by-line.
- 1. Date: The date of the request.
- 2. P.O. Number: Original Purchase Order for reference.
- 3. Requestor: Person making the change request.
- 4. Change Order Number: Unique number assigned to the change order.
- 5. Dept.: Department making the request.
- 6. Change(s): Details of what changes are being requested.
- 7. Approved By: Signature of the individual approving the changes.
- 8. Total amount of this change order $: New total amount after changes.
- 9. Revised P.O. Total $: Updated total for the purchase order.
What happens if I fail to submit this form?
Failing to submit the Change Order Request Form may result in delays in processing requested changes. This oversight can cause confusion and mismanagement of orders, potentially affecting project timelines. Timely submission is necessary to maintain compliance with procurement policies.
- Delays in Order Processing: Failure to submit can delay the revision of necessary orders.
- Compliance Issues: Missing proper documentation can lead to compliance failures.
- Increased Costs: Without formal requests, unexpected costs may arise due to unmanaged changes.
How do I know when to use this form?
- 1. Increasing Order Amount: Use the form to request additional funds for orders.
- 2. Changing Chartfield: Applicable when needing to modify the chartfield for accounting.
- 3. Altering Goods/Services: When changes in the goods or services requested become necessary.
Frequently Asked Questions
What is the purpose of the Change Order Request Form?
The form allows departments to document changes needed for existing orders, ensuring proper record-keeping.
How do I submit the completed form?
You can submit the form via email to procurement@csudh.edu.
Can I edit the PDF before submitting?
Yes, you can edit the PDF using PrintFriendly before submission.
Is it necessary to have approval signatures?
Yes, obtaining necessary approvals is crucial for processing the changes.
What information do I need to fill out?
You will need the P.O. number, details of the change, and approver information.
Can I cancel an entire order with this form?
No, this form is specifically for changes; you can submit an email to cancel an order.
What should I do if I need help filling out the form?
Refer to the instructions provided on the webpage for guidance.
Are there any important dates to consider?
Important dates will be specified in the instructions or department notifications.
Who can I contact for questions about the form?
You can reach out to the procurement department at CSUDH for assistance.
Can I share the form with other team members?
Yes, you can easily share the PDF via email or social media.
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