CFPS Processing Procedures

1. Preparing CFPS for review:
   1. Pull out all amendments first from the current stack and set them aside.
   2. Sort the new CFPS numerically by area number.
   3. Review CFPS for:
      1. Payroll Approval - Check for Payroll's stamp on the second page of the contract. If the stamp is not there stop the review process and return to Payroll for their approval.
      2. Tax information - highlight if it is an individual.
      3. Accounting Information - Highlight and tag if the contract is to be encumbered. Check type of funds being used and highlight if SPA funds are indicated (org #s 6000 and above). If SPA funds are being used and the contract is $2,000 or over, check for SPA approval. If SPA's approval is not found stop review and forward contract to SPA. Record that the contract was sent to SPA in the "Sent to SPA" Excel spreadsheet. (C or J drive CFPS/Sent to SPA) Check Object and Sub-Object codes to verify that correct ones are being used. (Use FY 2003-2004 Chart of Accounts book as a guideline) If incorrect codes are being used choose the Object and Sub-Object code that best fits the service. Write it on a post-it and tag the contract with it. Do not mark it directly on the contract as the reviewing buyer has the final approval on all proposed corrections.
      4. Review dollar amount - Contracts for $2,000 and under do not require Karen Triplett's signature. Contracts $2,001 and over require her signature and should be stamped with her name and title on page two of the contract under "Regents of the University of Minnesota". Along with this attach a sign here tag by the stamp. The acceptation to the $2,001 and over policy is the Delegation of Authority policy, which allows a delegated department's signature under "Regents of the University of Minnesota" to be used. In this case do not use the Director's stamp, but do attach a signature tag for the Director to initial and date the contract.
      5. Contractor - Highlight contractor's name as to how it will be filed alphabetically. Use last name for individuals and all others use the company name. Certain corporations are kept in folders that are carried over fiscal year to year. Folders for these contracts must be pulled and the grid on the inside cover needs to be updated prior to submitting for review. The entire folder should be submitted as part of the review.
   Once one has completed the review of the current stack, amendments for that day should be review next.

2. Preparing CFPS Amendments for Review:
   1. Sort new amendments numerically by area number.
   2. Open the Contract for Professional Services database in FileMaker Pro. (J or C drive CFPS/CFPS Databases/FY (whatever fiscal year you're searching)). It is important to have this database open as not all amendments have the original contract attached as required.
   3. Lookup the original contract number as listed on the amendment and pull the original contract from the files. Current fiscal year is in office 555E and prior fiscal year is over by room 531 by Purchasing's closet. Two other fiscal years are in the black cabinets on the wall by office 555A. All other older contracts dating back 12 fiscal years are kept in Purchasing's storage area on the 7th floor of the West Bank Office Building. Once all originals are found attach the amendment to the front by using a large paper clip.
   4. Review amendments for:
      1. Amendment number - Highlight and mark which number amendment has been received.
      2. Payroll Approval - Payroll's stamp is not required on CFPS amendments.
      3. Review type of funds - If SPA funds are being used (org #s 6000 and over) and total contract is $2,000 or if the amendment will bring the total amount to $2,000 or over SPA's signature approval is required. If that signature if missing stop the review process and forward only the amendment to SPA. Record that the amendment was sent to SPA in the "Sent to SPA" Excel spreadsheet. (C or J drive CFPS/Sent to SPA) Do not re-file the contract keep the original in a pending folder until the amendment is returned.
      4. Contractor - Highlight contractor name as was on the original contract.
      5. Changes - Highlight all requested changes. Contracts using non-sponsored funds and SPA approved ones that are $2,001 or that the amendment will bring the CFPS to $2,001 or over require the Director's signature. On these types of contracts attach a "Sign Here" tag. Amendments with date extensions, area/org changes, or non-dollar amounts can be signed by reviewing buyer.
   When all amendments are prepared they can be numerically merged with the new contracts to be reviewed. It is at this point that all contracts and amendments are stamped with the received date. Once this is done deliver the stack with review folders to reviewing buyer.

3. Processing Reviewed Contracts for Professional Service:
   Once a buyer has reviewed a batch of contracts they will be returned sorted into three different folders. The folders are as follows:
   • CFPS for Director to Sign - This folder will contain all Contracts for Service and amendments that are $2,001 and over that require the Director's signature. This folder can be delivered to the office located at 557E.
   • CFPS Approved $2,000 and Under - This folder contains approved contracts and amendments that are reading to be torn down and dispensed.
   • 1P018 Letters - This folder contains new contracts and amendments that are missing information. These contracts require a 1P018 letter also known as a "need for information" letter. They are unapproved and must be sent back to the department with a letter attached requesting information.

4. Processing Approved Contracts:
   1. Contracts approved by the Director and those from the CFPS Approved $2,000 and Under folder are ready to be torn down and mailed to the department. When tearing down contracts $2,000 and under will require "Reviewed by Purchasing Services" stamp on the second page by the reviewing buyer's initials. The approved contracts will be sorted into the follow three piles.
      1. Purchasing's file copies, which will need to be entered into the current fiscal year database.
      2. Pink and Yellow copies to be returned to the requesting department.
      3. Contracts that need copies made - This pile contains contracts that have attachments (indicated by reviewing buyer) that need to be copied for each set. It also contains contracts that are on sponsored funds and require an extra copy of entire contract for SPA's files. Also in this pile are amendments, which have no pink or yellow copies but require copies to be dispensed.

   2. Unapproved contracts requiring a 1P018 letter need to be processed and sent back to the department requesting more information. The reviewing buyer will indicate what is needed and the general form letter can be found in the C or J drive under CFPS/CFPS form letters/1P018. Address the letter to the requesting department and the department contact. Check one of the options according to the requested information. Add any comment that the buyer has requested, this will help the department to understand what is needed. Once the letter is complete staple it to the front of the contract and record it in the Chart of Letters Excel spreadsheet. This spread sheet is located in C or J drive CFPS/CFPS Chart of Letters/1P018 Letters/FY (use current fiscal year)/month. Now that these letters have been recorded they can be merged with approved contracts to be mail out.
   3. Now that letters are complete, contracts torn down and amendments copied they can be mailed out to department contracts.
   Other links that are of help are as follows:
   http://purchasing.umn.edu/forms/cfps.php This contains CFPS forms, terms and conditions, amendment forms, procedures, Minnesota New Hire form, and CFPS worksheet.
   http://www.oar.umn.edu/CA/docrouting.htm#PROFSERV Contains SPA approval grids and routing information.
   The following takes one to routing flow charts. http://process.umn.edu/groups/controller/documents/process/osf_frame.cfm?FLOWCHARTID=5&FLOW=HTTP://process.umn.edu/groups/controller/documents/flowchart/osfpp54.htm
   http://www.fpd.finop.umn.edu/groups/ppd/documents/policy/Purchasing_Prof_Serv.cfm CFPS Policies and Procedures