News from the Procurement Service Center
University of Colorado
Boulder • Colorado Springs • Denver
Published By
Financial Compliance Services
Office of University Controller
www.cu.edu/psc
Contact: [email protected]
June 27, 2008
Temporary Mileage Rate Increase
Certifying CU’s Exemption from Sales Tax
Effective July 1, 2008, new mileage reimbursement rates will take effect
for business travel. This is a temporary rate increase covering
only reimbursable miles driven between July 1 and December
31, 2008. If you use a personal vehicle for university business, your
reimbursable miles can be calculated at a rate of $0.53/mile.
As a public institution of higher education of the State of Colorado, the
University of Colorado (CU) is exempt from all federal excise taxes and
from all Colorado State and local government sales and use taxes.
Additionally, CU is exempt from sales and use taxes levied by select
other states – namely, New Jersey, New York, Tennessee, and Texas.
Travel that begins before July 1 and ends after July 1 will need the
mileage broken out between the two different rates. The Travel Voucher
(TV) form will be revised on July 1 to calculate the new mileage rate for
the covered dates of travel.
Vendors who need verification of CU’s tax-exempt status will find a link
on the PSC Forms page or the Useful Materials for Vendors Page:
https://www.cu.edu/psc/purchasing/vendor/usefuldocs.html. Here,
you will find the tax exempt certificate numbers and images of the
certificates of exemption for the CU campuses.
Remember: Reimbursable mileage is still calculated as the number of
miles you had to drive for business purposes in excess of your usual
round-trip commute. Additional information and examples of how to
calculate reimbursable mileage are available on the PSC Website.
Questions? Contact FinProHelp at 303.315.2846.
The Signed W-9 from CU
If you are familiar with the PSC Forms page (www.cu.edu/psc/forms),
you have probably already seen the two W-9 forms available there.
One is the Blank W-9 for Vendors – CU’s modified Request for
Taxpayer Identification Number and Certification form. This
is completed and signed by an external vendor so that we can
purchase and pay for goods and services from that vendor.
The other is the Signed W-9 for CU – a similar form already
completed and signed by the University and available to vendors
when the vendor will be paying CU for something.
Additional Certifications
If your vendors ask about a specialized tax exempt certificate form, you
should direct them first to the Quick Links (grey box) in the upper
right corner of the Tax Exempt Status page. Currently, we provide a link
here to the Multijurisdiction Sales Tax Exemption Certificate
(Texas & Colorado). Additional links, to other specialized certificates,
will be developed in future.
Vendors who can not use any of the certificates already published on the
web should fax their own forms to the Finance and Procurement Help
Desk at 303.315.2795. (Forms may also be emailed to
[email protected]). The Help Desk will work with the Associate Vice
President and University Controller to determine the appropriate form
and obtain signatures, and then return the form to the vendor. (Note
that many of these alternative certificates are specific to the situation
and therefore require additional information about the purchase – this
should be provided by the organizational unit or the vendor.)
Questions? Contact the FinProHelp at 303.315.2846.
Occasionally, we hear from vendors who have developed their own
modified W-9 form. They typically ask the organizational unit they are
working with to sign that modified form instead of using the signed CU
version on the web. Note: only designated individuals are authorized to
sign a W-9 form on behalf of the University of Colorado.
Metal Furniture News
The Substitute Signed W-9 from CU
HON and Allsteel metal file and storage items, including lateral files,
vertical files, bookcases, pedestal files, desks, and storage items are now
included in the mandatory CCi purchase agreement. The metal furniture
agreement features a customized tier discounting schedule specific to
the total quantity of metal products ordered. The standard lead time for
metal items is 4 weeks, but an in-stock quick ship option is available for
an additional charge. Please refer to the HON/Allsteel purchase agreement under File and Storage on the CCi website for specific details.
We have updated the PSC Forms page to present a new
icon next to
the “Signed W-9 for CU” link. The new info page directs the
vendor
who wishes CU to complete a modified W-9 form to fax that form to the
Finance and Procurement Help Desk at 303.315.2795. (The form may
also be emailed to [email protected].) The Help Desk Consultants
will work with the Associate Vice President and University Controller to
obtain a properly completed and signed copy for the vendor.
Questions? Please contact FinProHelp at 303.315.2846.
Year End Procurement Processing Dates
July 1 - Departments begin back-dating receiving as appropriate and
begin marking June Business on SPO Voucher Approvals as appropriate
July 2 - First preliminary close for campus input (all journals must be
posted by 6pm)
July 7 - June 1st close Period 12; month-end reports available in portal
after 12:00 noon
Metal office furniture items must now be purchased through Colorado
Correctional Industries (CCi) or elsewhere through the use of a furniture waiver.
Guidance on furniture purchases can be found in How to Buy Furniture.
Questions? Contact Mary Martin at 303.315.2820.
Corporate Express Phone Number Change
Beginning July 1, CU will have new Customer Support contact numbers
to use when calling Corporate Express.
Voice: 1.888.238.6329
Fax: 1.888.664.3311
July 7 at 3 pm - Last day to reallocate ACARD transactions
These changes, as well as other details on CU’s contract with Corporate
Express, can be found in How To Buy Office Supplies .
July 8 - Last day for the PSC to receive SPO invoices for FY08 business
Questions? Please contact Ed Dinkins, 303.315.2791.
July 10 - Last day to do backdated receiving
Note: Make sure SPOs have sufficient funds for FY08
Underlined terms are defined in the Finance & Procurement Procedure Glossary
Italicized terms are defined in the Administrative Policy Statement Dictionary