Work Tickets and Purchase Order Numbers
All work that is performed on a "time and materials" or "cost plus" basis is to be fully documented using the company's forms 29041 "Non-Operated Equipment Daily Work Report" and 29041 "Labor/Operated Equipment Daily Work Report." Both forms comprise four (4) pages – the original and three (3) carbons. The purpose and disposition of each page within the forms are discussed below.
Representatives of the company are to keep a supply of these forms available at all times. However, it is advisable for the contractor's representative to keep a supply of these forms at the job site, as well.
The contractor should complete all details of the "Equipment Section" and "Operator Section," and as much of the top half of the form as is known. The information required in the upper right-hand box is for use by representatives of the company only.
Both the contractor's and the company's representatives may make notes in the "Comment Section," including any details that are pertinent. In particular, the contractor should indicate that no lunch is taken if this is the case. If no remarks to the contrary are included, a half-hour lunch break will be assumed.
After this report is completed, each representative shall sign and date the appropriate spaces. The contractor's representative will keep the top (1st page – white) sheet with the original signatures and the last (4th page – pink-colored carbon) sheet. The company's representative will keep the second (2nd page – white) and the third (3rd page – yellow-colored carbon).
The contractor's representative will submit the top (1st page – white) sheet and any accompanying invoice(s) to Contract Services in Omaha, and retain the pink-colored carbon for their records. The company's representative is to submit the second (2nd page – white) sheet and retain the yellow-colored carbon for their office files.
Both the contractor and company representatives should mail their copy of the Work Report document to Contract Services, using the "Mail To:" address found at the bottom of the form.
Purchase Order Numbers
All sales made using a Union Pacific purchase order must reference this purchase order number on any and all sales-related documents, including:
- Shipping notices
- Delivery documents
- Packing lists
- Credit memos
- Any other purchase order-related documents
There are several different types of purchase orders, each with purchase order numbers designed to convey specific information regarding the order:
- Materials Purchase Orders
There are two types of purchase orders for materials, each with its own type of purchase order number:
- Purchase order numbers for stock items.
Example: Purchase order number OM123456ES.
- OM (first two alpha characters) designates the "ship to" location. In this case OM=Omaha. Other "ship to" locations - PO=Pocatello, ID; NL=North Little Rock, AR, etc.
- ES (last two alpha characters) designates the buyer's code for the authorized purchasing representative.
- Purchase order numbers for non-stock items.
Example: Purchase order number 12345678ES6.
- ES (alpha characters at the end of the number) designates the buyer's code for the authorized purchasing representative.
- 6 (last numeric character) designates the last digit of the year the purchase order was issued; 6 indicates 2006 (optional; not found in electronic purchase orders).
- Purchase order numbers for stock items.
- Fuel Purchase Orders
Purchase order numbers for fuel consist of eight characters, four numeric and four alphabetical.
Example: Purchase order number 1234-UPXC.
- 4-digit number before the hyphen is specific for this supplier and location.
- UP (first two alpha characters after the hyphen) designates the company the purchase order is tied to for accounting purposes (UP = Union Pacific Railroad).
- X (third alpha character) designates the type of fuel grade being ordered. (In the case of a purchase order for fuel transportation, T is used as the third character.)
- The last alpha character indicates if the purchase order is for Contract purchases, Emergency purchases, Spot purchases, or Tank wagon purchases.
Union Pacific also purchases lube oil and other refined products from our diesel fuel suppliers. Most of these purchases are made through our material purchasing system, which uses a non-stock purchase order format (see above information on purchase order numbers for non-stock items).
For more information on fuel purchase orders, please see Materials/Fuel Purchase Orders & Shipments.
Delay in payment can result when material is sold without a purchase order, or when the correct purchase order number is not included on the invoice. In such cases, the invoice will be returned to the supplier with a letter explaining that the invoice can not be processed without a correct, verifiable purchase order number. Material sold without a purchase order number may require research in multiple departments, as well as issuance of a confirming requisition and purchase order, all resulting in delays.