Office of Shared Services Request Form Guide

See below for a description of all possible fields on the AF Office of Shared Services Request Form. Some fields will only be available for certain types of requests. If you do not see a certain field in the form but feel the information is important, please enter it in the Description field.

Fields with an asterisk (*) are required fields.

Department Contact *

The person listed here should be the contact for the vendor and for any questions related to the requisition that OSS cannot answer. This defaults to the person filling out the form.

Department *

The ticket will be routed to the appropriate business partner within OSS based on the department making the request. This auto-populates based on the Department Contact selected above.

Request Type *

Select the appropriate request type from among the following.

Inter-Departmental Billing

Submit a request for OSS to transfer funds between departments.

Invoice Payment

Submit an invoice to be paid via purchase order (PO), procurement card (PCard), or R*STARS (the accounting system used by the State of Maryland). You will be able to select the payment method later in the form.

Miscellaneous Request

Submit a request for something not covered in other options.

PCard Purchase/Quote Submission

Submit a quote or request for a purchase to be made via procurement card (PCard). PCard requests must be $5,000 or less.

Purchase Requisition

Request a purchase requisition be entered to allow invoices to be paid by check or direct deposit for expenses in excess of $5,000. OSS will submit a Purchase Requisition, and Procurement will issue a Purchase Order (PO).

Title *

Enter a short description of the request to help OSS quickly identify the ticket.

Paid Through *

Select the appropriate method of payment for this request.

Purchase Order (PO)

All expenses in excess of $5,000 must be paid by PO. Some contracts under $5,000 may be required to be paid by PO.

PCard

Individual payments of $5,000 or less may be paid by P-Card unless specifically required to be paid by PO. As a general practice, if convenience fees apply for using a credit card, try to use an alternative payment method.

R*STARS

Primarily used for payments to other State of Maryland agencies.

Invoice Number

If applicable, enter the invoice number exactly as it appears on the invoice.

Is the quote attached?

If applicable, indicate whether you have included a quote in the attachments to the ticket.

Amount *

Enter the total dollar amount of the requisition, invoice, order, etc., or your best estimate if for an RFQ/RFP.

Is this a green purchase? *

Indicate whether the item being requested has certification for environmental aspects that would allow the cost to qualify for green reporting, e.g. Energy Star certification, Fair Trade certification, post-consumer recycled content, etc. If "Yes", please note those attributes in the Description below.

Attachment

If applicable, provide any quotes, statements of work, or any other pertinent documents related to the request.

Vendor

If applicable, enter the full name of the vendor.

Vendor Link

If applicable, provide a link to the item being requested or to the vendor being contracted with.

Description *

Please enter a brief description of work, services provided or goods received. This description can be generic. If the quote is to purchase 10 items, each item does not need to be listed in this description. Each item should be listed clearly on the quote.

Enter any other relevant information that may help answer questions on behalf of the requisition such as: if the source of funding is unique (grant, central, facility renewal, or USM), if the expense is outside of a baseline expense, or if the requisition is a sole source.

Justification * (only for Purchase Requisition requests)

Please enter a brief statement why this purchase is needed. For purchases under $5,000, explain why it is not possible to use a procurement card for the purchase.

Coverage/Contract Start and End

Enter dates of coverage if applicable to the service being provided. This is important so that UBalt allocates costs correctly to align with the appropriate fiscal years.

Purchase Frequency *

Indicate whether the request is for a one-time payment or whether there will be recurring payments. If recurring, indicate how often payments will need to be made in the Description field above.

Funding Source *

Select the source of funding for your request. This field ensures that the request is assigned to the correct business partner in OSS.

Department/University Central Operating Budget

Used for requests paid out of your department or the University’s annual budget. This is the most likely funding source for most requests.

University Plant Fund

Used for UBalt plant funding for large and unusual expenses. Capitalization review by comptroller, UBO and CFO approval required for use of plant funds.

Other

Select this option if using any external funding (UBF, USM, grants, etc.). If selected, please provide the specifics of the funding source.

Enter Chartfields *

If you know the chartfields to be used, select “Yes” and fill out the known fields below. Select "No" if not known. OSS will be reviewing this field very carefully.

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Details

Article ID: 146729
Created
Wed 9/21/22 9:17 AM
Modified
Fri 3/31/23 9:24 AM