Purchase Orders & Requisitions
Terms & Conditions
These are the University of North Dakota terms and conditions that pertain to all University purchase orders.
Purchases ≥$25,000 using Federal Funds
DUNS (Data Universal Numbering System) and SAM (System for Award Management) Instructions
(For Purchases ≥$25,000 using Federal Funds)
Effective July 1, 2011, the University will not issue a subrecipient award, vendor subcontract or vendor purchase order valued at $25,000 or more to an entity that does not have a DUNS (Data Universal Numbering System) number and is not registered in SAM (System for Award Management) when federal funding is being used. This does not apply to local or appropriated funds.
The University is required to report such expenditures under the Federal Funding Accountability and Transparency Act (FFATA). In order to meet this federal requirement, the department will be required to obtain the entity's DUNS Number and verify that the entity is registered in SAM prior to submitting the paperwork to Purchasing.
Departments are required to include the DUNS number and SAM information on the Purchase Requisition and Sole Source Justification forms when making a vendor purchase with federal funding. The Purchase Requisition and Sole Source Justification forms have been revised to include this information and must be completed by the department prior to submitting to Purchasing for processing.
The revised forms are located on the Purchasing web site.
DUNS (Data Universal Numbering System) Search Instructions
- Obtain the vendor's DUNS number directly from the vendor or locate the DUNs number in SAM.
- Insert the number on the appropriate form.
SAM (EPLS-Debarred Vendors)
August 1, 2012 the Excluded Parties List System (EPLS) migrated to the System for Award Management (SAM). UND must now search for excluded (debarred) parties in SAM. UND is not permitted to purchase goods/services from parties that are excluded (debarred).
What is SAM?
The System for Award Management (SAM) is a free website (www.SAM.gov) that consolidates the capabilities formerly found in:
- Central Contractor Registry (CCR)
- Federal Agency Registration (Fedreg)
- Online Representations and Certifications Application
- Excluded Parties List System (EPLS)
What are Exclusions?
Exclusion records identify those parties excluded from receiving federal contacts, certain subcontracts, and from certain types of federal financial and non-financial assistance and benefits. These are also commonly known as "suspensions" and "debarments".
What is the primary difference between SAM and EPLS?
EPLS only contained exclusion information; if a party was listed, it meant the party was excluded. Since SAM is a consolidation of several federal systems, parties that are in good standing (not excluded) are also displayed in SAM.
What if a vendor doesn't appear in SAM?
Not all vendors are registered with SAM; if a vendor doesn't come up during a search, the vendor doesn't have an exclusion.