Requisitioning Procedures

The purchase requisition is used to inform the Purchasing Department of the needs of a department and to identify the material or service requested. The requisition is prepared and signed by a responsible authority or a designated representative who is registered with the Purchasing Department. The Purchasing Department maintains a list of authorized individuals in the various departments.

This form must contain legible and complete information and specifications. Size, color, catalog numbers, trade names, vendor name, address and zip code and other relevant information available should be specified. It is also very helpful to have the phone number and fax number. If a fax number is provided, the completed purchase order will be faxed. Otherwise, unless the requisition is marked as “pickup”, the completed purchase order will be mailed. The requisition must also provide an actual or estimated cost. Special notations should be provided if delivery is to be made to other than the originating party. It is the responsibility of the originator to assign the appropriate account numbers to the requisition and secure the proper signatures. Any purchase of capital equipment for over $1,000 must be authorized by the dean of the department.

The requisition set contains an original (white) and three copies (blue, pink, and yellow). Upon completion of the requisition, the yellow copy should be retained by the requisitioning department for their records. The three remaining copies of the form are then sent intact to the Purchasing Department via inter-campus mail or may be hand-carried to the Purchasing Department for quicker processing. Purchase orders are generally typed twice a day: after the morning mail and again after the delivery of the afternoon mail. In the case of an emergency, a purchase order may be typed on demand.

Please note – Departments purchasing computer equipment or supplies through the Customer Support Services department must create a requisition and forward it to the accounts payable manager. Upon receiving the requisition, she will be responsible for checking the accuracy of the information, including the account numbers, authorizing signatures, and available funds. After the requisitions are reviewed and approved, they will be forwarded to Customer Support Services for processing.

Requests for on-campus service or material will be sent directly to the servicing department. Upon receipt of the white, blue and pink copies of the requisition, the service department will perform the necessary work and price all copies. In the case of a material request, the items will be priced and delivered to the requisitioning department by the campus delivery service. The service department will then forward the requisition to the controller’s administrative assistant. The white copy will be processed as a transfer of funds, the pink copy is returned to the requisitioning department, the blue copy is retained in the Controller’s Office for 3 months for reference purposes.

Requisition Cut-off for Fiscal Year End Purchases

  • Capital equipment requests will be honored no later the last Friday in April.
  • Computer hardware & software purchases will be honored no later than the last Friday in April.
  • Requests for supplies will be honored no later than May 15.

Please Note

The delivery date determines when the items are usually charged to the account. Orders should be placed as soon as possible for supplies or equipment expected to have a long delivery period to ensure that delivery and invoicing occur prior to May 31.