The listing below includes regularly used checklists, forms, agreements, certificates, and worksheets important to Purchasing and Payment functions.

If you are looking for a Purchasing or Payment related document and cannot find it here, please contact PantherExpress Customer Service.

Note: You must have Adobe Reader to view the forms in PDF format. Download the latest free version of Adobe Reader.

To submit fillable forms, please do not save completed forms from your browser as it may result in the application deleting your entered content. To save and submit forms please use one of the following methods. (1) Download form and save to your desktop or local drive, open from your downloaded location, fill out the form, save, and submit. (2) Fill out the form in your browser and use the print functionality to print to PDF. You must change the printer from your default printer to the “save as PDF” option from the print dropdown.

To submit a Services Agreement amendment, please use the Contract Entry Form and check “Renewal/Amendment,” fill in the provider’s name, and answer only question 11 (page 2).

Contracted Services Agreements (CSA) are now processed as Services Agreements from Purchasing Services and amended through the Services Agreements Specialty Form in PantherExpress System. For information about the process, please review this announcement.
Use this form to ensure all Conference & Event Agreement materials are in order. Please refer to the Payment Method Flowchart for a detailed explanation of the payment process.
Use this link to access the Conflict of Interest superform.
Use this form to initiate a Services Agreement for over $10,000 or to make an amendment to an existing contract.

For new contracts, please fill out this form, the Schedule A – Scope of Services, and all other applicable attachments through the Services Agreement Specialty Form in the PantherExpress System. A Services Agreement will be generated for you based on the information that you have entered on the Contract Entry Form. Please refer to the Services Agreement Checklist for detailed instructions.

A recorded webinar is available in the Specialty Forms Training Module for information about completing this form.

For Services Agreements valued at $10,000 of less with standard terms, please use the Services Agreement (Short Form – Domestic).

As of 7/3/17, please note the addition of several questions regarding certain types of information or data, human subject research, and animal subject research.
Use this form to document the reason for recommending a supplier that was not selected through competitive bidding or was not the lowest bid.
This link has information about requesting payment for services that can not be paid on a P-card or obtained through a Purchase Order.
This Schedule contains required FAR/DFAR flowdown clauses applicable to service agreements of $10,000 or less. This Schedule is incorporated by reference in the Services Agreement (Short Form) template.
This includes the instructions and the form for submitting a foreign currency wire request.
Use this form to acquire information about University payments to foreign nationals providing independent personal services or who are receiving an award or stipend.
If you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. In this case, please use the "Speaker/Participation Content Recording Agreement" available from the Office of the Provost website.

If you need to pay an honorarium recipient, honorarium payments for visitors are now processed through Concur. Please review this page for more information.
Use this form when suppliers are loaning equipment to the University on a short-term (not greater than six months), trial basis for evaluative purposes.
Only use this form to request a 32-digit account number with a reference code. Requests will be reviewed manually. The new reference code requested will not be generated automatically.
PantherExpress System:
User Profile Form
View this page for further information on the use of this form.
PantherExpress System:
Departmental Approval Form
View this page for further information on the use of this form.
View this page for further information on the use of this form.
PantherExpress System:
Conflict of Interest Superform
View this page for further information on the use of this form.
Use this form to request a P-card
Complete this form to confirm your acceptance of P-card responsibilites, policies, and procedures.
Use this template to track your P-card use.
Use this form to request changes to your P-card such as the account number and limit, or to close/cancel the card.
This form (and the Certification below) must be completed by individuals who have a University P-card issued to them and desire to purchase computer software licenses using their P-card.
This certification (and the Authorization form above) must be completed by individuals who have a University P-card issued to them and desire to purchase computer software licenses using their P-card.
Use this agreement when contracting with a photographer or videographer. If the value of the agreement is $10,000 or less, it may be signed and executed by the supplier and an authorized individual in the department. Agreements valued at greater than $10,000 must be executed by Purchasing Services. Regardless of dollar value, all photographer and videographer agreements must be submitted through the Services Agreement Specialty Form in the PantherExpress System.
The Office of Export Control Services has created a Product Classification form, which you can provide to the supplier, to help you obtain the Export Controls classification. Certain departments must include Export Controls classification information and other required supporting documentation with a requisition to the Purchasing Services department for purchase order creation.
Professional Services Agreements (PSAs)
PSA templates are no longer available and have been replaced by the Services Agreement. Please review the Services Agreement Checklist (below) for detailed instructions.
Professional Services Agreement Checklist
The Professional Services Agreement (PSA) Checklist is no longer available. Please refer to the "Services Agreement" Checklist below.
Request for Quote (RFQ) Template

Use this Request for Quotation template when soliciting quotes for goods or services valued at $50,000 or less. Contact your assigned procurement specialist with any questions.

Use this checklist to ensure all Requisition materials are in order.
Requisition Form (paper)

Use this form only for ATCC or specific nonstandard purchases when you are specifically instructed to use it.

The Requisition Form (paper) is available through University Business Forms (UBF).

  1. Click here to access UBF

  2. If you have access to UBF, select the "sign in to UBF on MY Pitt" tab then sign into your page. Then, click the "My Resources" tab at the top of the page > select "University Business Forms" from the drop-down > select "Forms Library" from the left menu > select "Disbursement" from the Forms Library

  3. If you do not have access to UBF, follow the registration instructions shown on the main UBF page.
Use the Scope of Services template for the Contract Entry Form or if you need a separate attachment for the Services Agreement (Short-Form Domestic).
Use this resource for tips to consider when writing a Scope of Services.
Use this checklist to ensure all Services Agreement materials are in order.
The Services Agreement (Short Form – Domestic) is for use at the departmental level and is intended to be reasonable and appropriate for smaller value services needs.

Please note the requirement in the fourth paragraph in the "Instructions and Guidelines for Use" to contact your assigned procurement specialist in certain situations.
Use this checklist to ensure that the software review procedure is expedited and administered uniformly throughout the University.
Use this form to verify supplier demographic. To update a supplier's fax number submit an inquiry.
Use this instruction sheet (with specific checklists) as a guide for the supplier verification process.
Use this document to review the Unversity's Standard Terms & Conditions.
Instructions to request an advance for business travel funds and to access to the form are available on this page. Please note, the preferred payment method for travel expenses is the University Travel Card.
A hard-copy T&B form is available through University Business Forms (UBF), but it is only available for special circumstances (e.g. if you are moving to the University but you are not yet in the University's system). Hard copy submissions will only be accepted under specific circumstances. Use the instructions on this page to submitexpenses incurred during travel and/or other University business if your circumstances require the use of a hard-copy T&B form.
Use this worksheet to calculate foreign currency exchange gains and losses.
The University of Pittsburgh is classified as tax-exempt under the Internal Revenue Code section 501 (c)(3). This determination letter confirms the University's federal tax-exempt status.
Use this certificate to verify the University's tax exempt status (in Pennsylvania) as a Nonprofit Educational Institution.
Use this list to identify states other than Pennsylvania that also grant tax exempt status to the University of Pittsuburgh for goods and services purchased while in their state.
Use this certificate to confirm the University’s Tax Identification Number (TIN).







































































Copyright © | Financial Information Systems | Revised: 08-May-2018