Procedures for Paper Addendums with CPS Forms

Introduction: It is assumed that the FFN addendum document will not be available by the beginning of the FFN CPS. We will need to continue using paper Addendum forms until the electronic version is available.

BASIC CONCEPT:

AMENDMENTS:

Amendments For Old Paper Contracts before Electronic Amendment is Available (regardless of dollar amount):
Follow existing paper amendment process - no change.

  1. FFN CPS is under $10,000 and Paper Amended Total Is Under $10,000:

    1. Dept completes the existing paper amendment form
    2. Dept forwards to vendor for signature
    3. Vendor returns to department and dept signs amendment form.
    4. Dept forward to SPA/CA (Not Payroll) for approval
    5. Dept forwards a copy of amendment with a copy of the original FFN contract to Purchasing with instructions to amend the FFN CPS. This amendment is an update notice for Purchasing. Purchasing amends the FFN contract through CUFS change order. (Attaching the FFN Original contract copy is temporary until the FFN amendment form is complete.)
    6. After Purchasing updates CUFS, they return the approved amendment to department. Dept forwards the amendment to the vendor and retains their copy. Work should not start on amendment until after department receives the copy returned from Purchasing.

  2. FFN CPS is under $10,000 AND the amended total puts it over $10,000 up to $49,999.99:

    1. Dept completes the existing paper amendment form
    2. Dept forwards to vendor for signature
    3. Vendor returns to department
    4. Dept forward to SPA/CA (Not Payroll) for approval
    5. Dept forwards amendment to Purchasing with instructions to amend the FFN CPS. This amendment is an update notice for Purchasing. Purchasing amends the FFN contract through CUFS change order. (This is temporary until the FFN amendment form is complete. )
    6. Purchasing reviews and approves the amendment. Purchasing distributes the approved amendment to the vendor and the dept.

  3. FFN CPS is $10,000 up to $49,999.99:

    1. Dept completes the existing paper amendment form
    2. Dept forwards to vendor for signature
    3. Vendor returns to department
    4. Dept forward to SPA/CA (Not Payroll) for approval
    5. Dept forwards amendment to Purchasing with instructions to amend the FFN CPS. This amendment is an update notice for Purchasing. Purchasing amends the FFN contract through CUFS change order. (This is temporary until the FFN amendment form is complete. )
    6. Purchasing reviews and approves the amendment. Purchasing distributes the approved amendment to the vendor and the dept.

  4. FFN CPS is under $50,000 but Amendment puts it over the $50,000 bid threshold:

    Department discusses with Purchasing Buyer getting more realistic estimates in the future or bidding any future work.

NOTE: For Audit Services - MAKE SURE that DENISE IN ACCOUNTING IS COPIED ON ANY 7201-20 OR ACCOUNTING FIRM ADDENDUMS WHETHER PAPER OR FFN.

CPS-PS's DATA ENTRY OF AMENDMENTS:

CPS-PA will enter the amendment information directly into CUFS as a modification. This will updated the OPPH, OPPL and the mod tables - MPPH and MPPL. The amendment information may also need to update the POTX table. The POTX table will be updated through the mod (Change order) process. The POTX table will not be changed directly without the mod being done.

Amending a Start or End Date:
Caution must be used in changing start or end dates in the POTX table. These are on the POTX in a specific format when the information is uploaded from FFN. These dates are used to pull reports. If you correct a start or end date, be sure to use the exact same format and just key over the existing dates. This will ensure that later any Data Warehouse queries that look for start and end dates will find this record. This also ensures that our records display the most current information, just like CUFS does for the purchase orders.

Once the date is corrected, then insert text explaining the amendment. For example, this Amendment # XX was entered on 12/03/04 to correct the expiration date of the contract from December 15, 2004 to January 12, 2005 per request of Joe Smith of the department. Do use the phrase Start Date XX/XX/XX or End Date XX/XX/XX in this text explanation because later Data Warehouse queries will probably pull this record twice - once from the official Start and End dates listed and then again because of this explanation date. Just use a different format so the query doesn't see it.

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Last Revised: December 23, 2003
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