POLICY
All requests to reprint unrevised university forms from an outside vendor must have prior written approval from the Forms Specialist of the University Information System. Also, reprints of centrally-funded forms through University Printing Services, Inc. must be reviewed by the Forms Specialist prior to printing.
PROCEDURE
Responsibility | Action |
Form's Storage Location (excluding Central Stores and Computing and Information Technology) | -
Reorder form allowing sufficient leadtime (see APPM section 8.1.1, Leadtime for Ordering Forms) to acquire the forms before the inventory is depleted. -
2. Complete a Purchase Requisition (PR), form 107B,or a duplicating workder from University Printing Services, Inc. -
Attach 5 current samples of the form to the requisition document. -
Send samples and requisitioning document to Forms Specialist. |
Forms Specialist | -
If form requires modification to conform to university standards, policies and procedures, follow the same procedures used for procuring new/revised forms. -
Complete Form Specifications, form 197. -
For a centrally-funded (universal) form, complete PR. -
Send 3 form samples, form 197, and PR to Purchasing for printed forms or to the University Printing Services, Inc. |
University Printing Services, Inc (internally- reproduced forms) | -
Produce forms requested.. -
Forward stock to requested delivery point by required delivery date. -
Send 10 samples of form to Forms Specialist. |
Purchasing (externally-reproduced forms) | -
Process PR. -
Distribute copies of Purchase Order (PO), form 110A. -
If Forms Specialist is not the requisitioner, forward a photocopy of the PO to the Forms Specialist. |
Forms Receiving Location | -
Receive printed forms from vendor. -
Send photocopy of Receiving copy of PO or Receiving Report form 119,to Forms Specialist with 2 samples of form |
Forms Specialist | -
Perform quality assurance. -
If there is a problem with the form, coordinate its resolution and request cost adjustment with the vendor and Purchasing if applicable |