Effective immediately, when a vendor raises concerns regarding terms and conditions markups and/or the university’s purchase order terms and conditions, departments must submit a service request for a change order through TeamDynamix.

While change orders have always been required for modifications to issued purchase orders, this update formalizes the process for situations where a vendor raises concerns after a purchase order has been issued. Submitting a service request ensures these items are properly documented, tracked, and reviewed.

What You Need To Do

When submitting a service request for a change order related to vendor terms and conditions concerns, please:

• Enter “Vendor Terms and Conditions Questions” in both the What needs to be changed? and Reason required fields.
• Attach all relevant vendor email correspondence and any redlined revisions, if applicable.

Once the service request is submitted, you will receive an email confirmation from servicereplies@uillinois.edu. Please note that the confirmation email may take some time to be generated.

The confirmation email will include a link near the top labeled “View/Update this Service Request.” This link should be used to view the request, provide additional information, and respond to follow-up questions. Replies submitted through the service request will be captured and associated with the request in TeamDynamix.

PCMO will no longer review vendor concerns regarding terms and conditions on issued purchase orders without a submitted service request for a change order. This process ensures consistent handling, transparency, and accurate documentation.

For additional guidance on submitting and managing service requests in TeamDynamix, please visit:
Link to Service Request / Change Order Guidance.

Contact
If you have any questions or require further assistance, contact the UIUC Purchasing and Contract Management Office at urbanapurchasing@uillinois.edu or by calling 217-333-3505.