Forms

 Conflict of Interest Questionnaire Form

Conflict of Interest Questionnaire (PDF)
This form, which is also part of the Vendor Addition Request Packet for Companies and Vendor Addition Request Packet for Individuals, is used to allow the vendor or prospective vendor to make a declaration about the potential existence or non-existence of a conflict of interest. It is legally required before the College can make most purchases. More information can be obtained here by reading Texas Local Government Code 176.


 Vendor Forms

Vendor Addition Request Packet for Companies (PDF)
This form is used when adding new vendors which are companies into the College’s ERP computer system, Banner. It is also used when updating certain information about existing companies in Banner. Note: Adding a vendor in Banner does not, in and of itself, mean the College will be doing future business with the vendor.


Vendor Addition Request Packet for Individuals (PDF)
This form is used when adding new vendors which are individuals into the College's ERP computer system, Banner. This means any payment issued will be made payable to an individual. It is also used when updating certain information about existing individuals in Banner. Note: Adding a vendor in Banner does not, in and of itself, mean the College will be doing future business with the vendor.


IRS W-9 (PDF)


ACH Vendor Payment Authorization Agreement (PDF)
This form, which is also part of the Vendor Addition Request Packet for Companies and Vendor Addition Request Packet for Individuals, is used to allow the College to issue payment to a vendor by directly depositing the funds into the vendor’s bank account. Often, such a practice results in the vendor having access to the funds sooner than if a paper check had been issued.


 Internal Purchasing Forms

Request for Change Order (PDF)
This form is used to request the Purchasing & Contract Management Department to make a change to a purchase order. The form should be completely filled out, including a signature from the Budget Head and a justification for each line item to be changed. Please include as much information about the requested change(s) as possible. Note that any change that increases the original dollar value of the purchase order by more than 25% requires a requisition to be entered into Banner, and not the completion of this Request for Change Order form.


Request for Quote (PDF)
This form is used when requesting the Purchasing & Contract Management Department to obtain multiple quotes for the same type of item. Please be as specific as possible when submitting this form to the buyer.


Services Agreement (PDF)
This form is used to contract for services with an individual, where any payment issued will be made payable to an individual and not a company. Care should be taken to observe the Internal Revenue Service (IRS) rules governing the classification of an independent contractor versus an employee, which El Paso Community College must observe. Generally, the more control the College has over the individual doing the work, the higher the possibility that the person should be categorized as an employee and not a vendor. A person that needs to be categorized as an employee should be contracted through the Human Resources Department, and not through the use of this form. More information can be obtained from the IRS website here: www.irs.gov


Services Agreement Using Federal Funds (PDF)
Same as Services Agreement above. However, since federal funds will be used to pay, in whole or in part, for the services, additional requirements must be met.


Authorization for Payment of Services (PDF)
This form is used to communicate to the Accounts Payable Department that the services obtained through the use of either of the above Services Agreements have been completed to the Budget Head’s satisfaction. Please do not send this form in along with the Services Agreement. The Services Agreement comes to the Purchasing & Management Department. This form, on the other hand, should be sent to the Accounts Payable Department directly, after the services are completed satisfactorily by the vendor.