What are Usage Reports?
Suppliers are required to submit quarterly usage reports to the State listing total amount of spend from individual Cooperative Members and State Agencies. Usage reporting is done online via the Arizona Procurement Portal, which includes a payment portal for any applicable admin fees.
When are Usage Reports Due?
Usage Reports are Due Within thirty (30) days following the end of the quarter. Suppliers submit their Usage Reports and if applicable, a payment for the Cooperative Administrative fee (please refer to the section "What is the Admin Fee") of their sales to members of the State Purchasing Cooperative.
The Usage Report and Administrative Fee Submission schedule is as follows:
- July 1 - September 30 : Due by October 31
- October 1 - December 31: Due by January 31
- January 1 - March 31: Due by April 30
- April 1 - June 30: Due by July 31
What is the Admin Fee?
Unless defined differently within a contract, an Administrative fee of sales receipts from Cooperative Member Transactions is due from suppliers quarterly. The Admin Fee is only applicable to amounts actually received by the contractor during the quarter and is not applicable to amounts ordered by customers but not yet paid for. The admin fee is not paid on transactions with State Agency Customers.
Effective January 1, 2024, the State of Arizona is modifying its Cooperative Procurement Administratve Fee Policy. We will be implementing the change in two parts. Starting on January 1st, 2024, the Administrative Fee will incresae from One percent (1%) to One and a half percent (1.5%). On January 1st, 2025, the Administrative Fee will increase from One and a half percent (1.5%) to Two percent (2%). After January 1st, 2025, the Administrative Fee going forward will be Two Percent (2%).
Please refer to the TB 007 - Statewide Cooperative Program - Administrative Fee for more information.
