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Departments should anticipate their needs in advance to allow the Purchasing Office adequate time for securing quotations, issuing a purchase order and securing delivery. Four to six weeks lead time should be allocated by the department for normal procurements.
3.2 Preparation and Distribution of Copies
Requisitions (See Exhibits P-1, P-2 and P-3) are prepared in triplicate with the first and second copies sent to the Purchasing Office after approval by the Dean or Administrative Officer and other University officials as appropriate. The following procedure for preparing requisitions must be observed.
3.2.1 All requisitions must be typed.
3.2.2 All requisitions must be numbered, other than grants, beginning with number 1 at the beginning of each fiscal year (July 1). Grants should be numbered consecutively throughout the duration of the grant. Grant requisitions for purchase must be submitted to Grant Accounting within the Business Office prior to being sent to the Purchasing Office.
3.2.3 All requisitions must be dated and must give the departmental account number.
3.2.4 Corrections for amounts of previous requisitions may be made only from the monthly expenditure reports. Adjustments must be indicated on the next requisition prepared. All adjustments must be identified to aid in reconciling the monthly expenditure report.
3.2.5 The estimated total on the requisition must be subtracted from the adjusted balance.
3.2.6 The name of the College or School and Department for which the requisition is made must be listed. The name of the person to whom shipment is to be delivered, as well as the name of the building and the room number, must be typed on the requisition.
3.2.7 Signatures of the requisitioner and/or the Departmental Chairperson and the Dean or Administrative Officer are required. Signature stamps may not be used on the original copy.
3.2.8 Complete descriptions and specifications of all items are necessary. Double-space between items.
3.2.9 Actual or estimated cost of each item including the unit price as well as the total amount of each item must be listed. The total cost must be listed on each requisition.
3.2.10 Sources of Supply
A. For aggregate purchases up to $5,000, prices may be negotiated.
B. For aggregate purchases from $5,000 to $25,000, a minimum of three (3) sources of supply is required. List as many sources of supply known to the requisitioner beyond the three required.
C. For aggregate purchases in excess of $25,000, fifteen (15) vendors or the total on the approved vendor list are required, whichever is less. (See Purchasing Policies and Procedures, Section 1.4.4)
D. The Purchasing Office will attempt to secure additional sources, where necessary.
E. If the requisitioner states that an item must be purchased from one source only or that a proprietary purchase be made, (See Purchasing Policies and Procedures, Section 1.18.4) a Non-competitive Procurement Form (Exhibit P-12) must be completed.
3.3 Procedures for Listing Items
Departmental requisitions should be submitted with supply items listed on supply and expense requisitions (yellow original) and equipment items listed only on equipment requisitions (green original). Requisitions from grants or contracts (blue original) may be for either supplies or equipment. Appropriate header of "supplies" or "equipment" must appear on the requisition.
3.4 Retaining Copy of Requisitions
A copy of each requisition forwarded to the Purchasing Office must be maintained in the originating department's file regardless of the disposition.
3.5 Requests for Renewal of Publications
Requisitions for renewal of publications should include the information that a renewal is being requested and, if possible, the date of expiration of the present subscription. A copy of the current price list for the publication should be attached to the requisition. A request for payment form should be attached only if advance payment is required.
3.6 Special Instructions
Special instructions are given for travel, interdepartmental transfers and invoices in the Accounting Policies and Procedures.