1.
Procedures
A.
Initiation of a Purchase Requisition.
All requisitions except for emergencies and those with multiple account numbers
requiring separate approvals must be electronically created. When electronically
creating requisitions, the Requisition Input/Authorization Form (or a comparable internal
ordering form) may be used as an input document and to obtain appropriate approval
signatures before the requisition is electronically created. Instructions for electronically
creating requisitions are provided in the Electronic Requisitioning Reference Manual
B.
Lead Time and Status Inquiries Regarding Requisitions
i.
Advance planning is critical to the proper and accurate preparation of a purchase
order. Individual purchasing agents process electronic Banner requisitions in the
sequence in which they are received. Most routine orders can be placed within
three working days after receipt, but many factors can cause the execution of the
order to take longer. Therefore, requisitions for standard "off-the-shelf" items should
be submitted a minimum of ten working days before delivery is required, and a
longer lead time should be allowed for specialized or custom-built items and for
purchases requiring a formal bid process. The requested delivery date must be
specific and realistic as required by the Banner system.
ii. Departments may perform an inquiry in Banner (FOIDOCH) to determine the status
of their requisitions.
iii. At times, vendors will attempt to pressure the user to initiate a request within a very
short time frame, usually to avoid a supposed price increase or to make the
salesperson's quota. Such actions may be unethical on the part of the vendor, and
any such requests should be referred immediately to the Purchasing department.
C.
Review of Requisitions Charged Against Contract and Grant Accounts Only.
When a Contract and Grant account is charged, a hard copy of the Requisition
Input/Authorization Form (reflecting the electronic requisition number) should be
forwarded to the Office of Sponsored Programs for the following procured items:
- Foreign travel airline tickets
- Equipment charged to the 5XXX object code
- Contracted/consultant services
D.
Review of Electronic Requisitions by Purchasing.
Purchasing will review various aspects of each (electronically approved) requisition
such as the recommended vendor, order type, the description and prices of the items
involved, the unit of measure, the tax code, the delivery address, and the approval(s).
Changes or corrections may be made as necessary.
E.
Issuance of Purchase Orders.
A copy of the purchase order will be forwarded to the requesting department. Original
purchase orders are not allowed to be delivered to the department via campus mail. If
an original purchase order is required, the department must make arrangements with
Purchasing for physical pickup only.
F. Change Orders.
If a change order is required after the purchase order has been created, a Requisition
Input/Authorization form must be completed, approved, and forwarded to Purchasing.
The form should indicate the difference in the original order. (Do not process a change
order electronically.)
NOTE: If a change order is required for a Contract and Grant account, the input form
must be approved by the Office of Sponsored Programs for all items stated in procedure
statement C above.