FAQs
When procuring a service what do I submit to Procurement & Payment Services?
Submit a sourcing request form in Jaggaer. The person whom is submitting should include a scope of work, technical data sheets, any additional information regarding the service that is needed. If a sourcing request is not applicable, then an Alternate Procurement Form (APR) must be filled out in Jaggaer with the supporting documentation.
If I don’t know the type of sourcing request, what do I do?
Please reach out to Procurement Services at UND.pps@UND.edu to connect with a Procurement Officer.
What is the procedure for making a change, cancellation or closing a Purchase Order?
Initiate the change request in Jaggaer through the Purchase Order that you wish to change, unless an invoice is already attached. If an invoice is already attached to the Purchase Order (PO) please reach out to Payment Services at UND.pps@UND.edu.
When filling out a Purchase Requisition, when does a department need to provide the DUNS No. and vendor registration in SAM?
The DUNS No. and the registration of a vendor in SAM are required only if federal funding is being used and the purchase is valued at $25,000 or more.
Where can I find the current Conflict of Interest policy?
The Conflict of Interest policy is located on the Research Development and Compliance's website.
Who can sign agreements, contracts or quotations for departments?
All agreements need to be reviewed by the General Counsel’s Office if not using UND approved templates. After General Counsel’s Office approval or if it is an approved UND template, follow the Contractual Signature Listing for the appropriate signature.
When should a department use the consultant agreement?
When a department employs a consultant, this consultant agreement needs to be completed by the department, before the consultant begins working. Contact Procurement & Payment Services for services over $10,000.
Follow the Contractual Signature Listing for the appropriate signature.
When should a department use the guest speaker contract?
When a department employs a guest speaker, this speaker agreement needs to be completed by the department, before the guest speaker begins the speaking engagement. Contact Procurement & Payment Services for services over $10,000.
Follow the Contractual Signature Listing for the appropriate signature.
Who sends the contract to the General Counsel's Office for review?
The department whom is making the purchase, unless instructed otherwise.
If I only have a scope of work without terms and conditions, can the department sign?
Yes, as long as no terms and conditions are attached. Make sure to review the entire invoice as they may reference terms and conditions in the small print on the invoice.
The Contract contains insurance that is not necessary for my purchase, what do I do?
Contact Procurement & Payment Services if changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the General Counsel Office.
When should I obtain a Certificate of Insurance (COI)?
Certificate of Insurance (COI) should be received when the requestor is working with the vendor. It is important to make sure the COI matches the terms of the contract. Contact Procurement & Payment Services if there are questions.
How do Third Party Credit Card Vendors impact vendor contracts?
Payment Card Industry (PCI) manages the security standards with focus on payment account security throughout the transaction process. Payment card data is highly sensitive and therefore must meet these compliance standards.
The major credit card companies (VISA, MasterCard, Discover, and American Express) published a uniform set of data security standards that ALL merchants must comply with in connection with the acceptance of payment cards. Therefore, a Third Party Vendor processing payments on behalf of the University of North Dakota is required to provide all requested PCI related information and be approved by the PCI Committee prior to entering into a contract with UND. Examples of information required include but are not limited to a copy of the Attestation of Compliance, Service Provider, Payment Application and Version.
For further information on PCI: Policy
I need to make a purchase using multiple funding sources, how do I execute this?
Please use the line level of the requisition in Jaggaer to input your multiple funding sources. This will allow you to split per quantity or percentage. The Purchase Requisition will be routed to all Departments for approval prior to arriving to Procurement & Payment Services for processing.
How do I gain access to Jaggaer?
Every UND Employee has access to Jaggaer via Single sign-on.
Please contact your department admin to ensure that your role in Jaggaer (IE Requestor, Approver, PI Approver, ect.) is accurate.
How do I change/add/remove a role for specific user in Jaggaer?
Please complete the Access Request Form under Forms and Links in Jaggaer.
Can I delegate my role in Jaggaer if I am going to be out of office for an extended period of time?
Yes, you can assign a delegate to approve on your behalf. Please see page 45 of the Jaggaer User Manual to assign a substitute approver.
How do I enter a Payment Request?
Gather the information you will need to enter the payment request: method of procurement (under $10k, solicitation, APR, existing contract, exemption, emergency purchase, subaward) an invoice, the supplier/vendor name, business purpose and funding string.
Select Pay an invoice on the home screen of Jaggaer, next click the payment request form. Fill out the form accordingly and attach the invoice. Please be sure to select the correct procurement method.
Select Add and Go to Cart. From here enter correct commodity code, business purpose and funding string. If this is not a non-standard IT request, enter NA in the non-standard IT tracking number as well as software name.
Ensure all fields are completed appropriately. You may now assign to a requestor or place the requisition.
What is the procedure for procuring software/licenses?
Please complete the Non-Standard IT Request form in Jaggaer under Forms and Links. UIT will review if similar software is readily available, if it is not, Procurement will discuss next steps.
The department requesting the purchase of the software is responsible for contacting the General Counsel's Office for review and approval of contracts or agreements.
When do I submit an Alternative Procurement Request (APR)?
To justify sole source, you must be able to identify why this product is unique or a true sole source, as well as why the competitors’ products do not meet your needs. You can find this form within Jaggaer under Forms & Links.