PURCHASE REQUISITION
PR LOG NO. _______________
PD-1 Rev 100411
Paper Document: Send one signed original or PDF and email all specifications to purchase@montana.edu – Requestor should keep a copy
Electronic Document: Email Requisition, Supporting Documentation and Approvals to purchase@montana.edu
MONTANA STATE UNIVERSITY
BILL TO:
NOTE: THIS IS NOT AN ORDER
SHIP TO:
ATTN:
1
TEL.#:
ATTN:
New Purchase of Goods or
Services
Please choose one (1) of the
following options:
TEL.#:
Renewal of Purchase Order (PO)
or Contract
PO or Contract Number:
Extension of Purchase Order
(PO) or Contract
PO or Contract Number:
2 GOODS/SERVICES BEING REQUESTED:
CAPITAL ITEM
Yes/ No
NO.
DESCRIPTION, SIZE AND FULL DETAIL
(Attach additional pages as needed for requirements)
PD-14 Brand and Sole Source Justification
If you have specified a BRAND NAME, complete Questions 1-3
on PD-14. If there is only ONE SUPPLIER for the product or
service, complete the entire PD-14 form.
MFG. &
CAT. NO.
QTY
UNIT OF
MEASURE
UNIT COST
Requisition Date:
Estimated initial purchase price
Required Delivery Date:
Estimated Total Contract Value
(for potential entire term)
TOTAL
3 SUPPORTING DOCUMENTATION: Check all that apply. Please send an electronic version of paperwork to purchase@montana.edu
PD-14 Brand Justification
PD-14 Sole Source Justification
DPES- Computer Equip.
BOR- Approval ($>50,000).
PARR – Trade-In
4 FUNDING SOURCE: (this information will be used to encumber funds to be used for payment of the Purchase Order or Contract)
Index Number
Org Number
Acct Code
Split % or $
Index Number
Org Number
Acct Code
Split % or $
5 SUGGESTED SUPPLIER(S): (List three if possible.
5
Fiscal Year
ATTN:
STATE:
ZIP CODE:
FAX #:
EMAIL:
2. NAME:
ADDRESS:
CITY:
TELEPHONE #:
3. NAME:
ADDRESS:
CITY:
TELEPHONE #:
Fiscal Year
If Sole Source and PD-14 has been completed list the sole source supplier)
1. NAME:
ADDRESS:
CITY:
TELEPHONE #:
Federal Funds
Yes
No
Federal Funds
Yes
No
ATTN:
STATE
ZIP CODE:
FAX #:
EMAIL:
ATTN:
STATE:
ZIP CODE:
FAX #:
EMAIL:
FUNDING APPROVAL:
I hereby certify that the items specified on this Requisition were absolutely necessary; that there is proper authority of law and sufficient balance in
the index indicated above for this purchase; and this purchase will not result in any request for additional funds.
Required Signatures:
Printed Name:
Signature:
Date:
Requestor/PI
Department Head
College Dean/Director
OSP Administration
(OSP Funded Only)
Vice President
(All Fund Types Except OSP)
These instructions are provided for assistance only and
should not be submitted with purchase requisition.
PURCHASE REQUISITION INSTRUCTIONS
Bill To: Provide complete information, including name and phone number of contact person.
Ship To: Provide complete physical address and any special instructions, name and phone number of contact person
Type of Requisition: Check the appropriate box to indicate the reason for this requisition.
 If you are adding money or extending a Contract please provide a revised statement of work justifying the cost
increase or the extension.
GOODS/SERVICES BEING REQUESTED:
 Capital Item: An item that costs $5,000 or more and has a life expectancy of greater than 1 year
 Item #: Provide a line number for each item being purchased; if an item consists of a group or package of items, this







would be a single item number.
Description: The name of the commodity and specification details can be provided in the space available on the
Requisition form or attached in a Word document. Include name, size (dimensions); color; physical requirements, as well
as any other specifications required for a vendor to provide a complete quote. If the requisition is being submitted for a
renewal or extension of a Purchase Order or Contract, provide the time period, description of services to be provided
Mfg & Catalog Number; Quantity; Unit of Measure; Unit Cost; Unit Total: For each item specify this information.
Unit of Measure, for example, may be “year”, “month”, “lot”, “system”, “each”, etc.
Estimated Total: The estimated total is the total for this purchase request.
Total Contract Value: Is the Total Contract Value (TCV) for all Purchase Orders or the Contract for this product or
service. For example if it is a multiple year contract, the TCV would be a sum of all the Purchase Orders.
Requisition Date: Show date Requisition was submitted for approval signatures.
Date Required: Provide a reasonable date you would like the item to be delivered. For services, use the date you would
like service to begin. Please note that purchases are governed by the State Procurement Bureau and proper purchasing
procedures must be followed. The time required for your requisition to be processed will vary. You should plan according
Additional Requirements: Consider any additional requirements to support a successful selection of the responsible,
responsive, lowest bidder. Things to consider include Warranties, Installation, Training, Maintenance and Support, Special
Delivery Instructions, Documentation (Owner/Operator Manuals), References, Demonstrations, Samples, Parts, etc.
SUPPORTING DOCUMENTATION:
If any of the following apply, the completed signed forms must accompany the Requisition when submitted, check
the appropriate boxes for all that are included:
 Brand and Sole Source Justification (PD-14): Only one brand meets the requirement however this brand may be




available from more than one supplier. http://www2.montana.edu/policy/purchasing/1800/PD-14.doc
Sole Source Justification (PD-14): Only one supplier is available to provide the supply or service. The goods cannot be
obtained through an alternative source. http://www2.montana.edu/policy/purchasing/1800/PD-14.doc
Property Asset Removal Request (PARR): Required for Trade-In of MSU Property.
http://www.montana.edu/wwwbu/prop_forms.html
Justification to Acquire Data Processing Equipment and Software (DPES): Required for the purchase of computer
equipment or software totaling $500 or more. http://www2.montana.edu/policy/purchasing/Attachments/AppendixC.pdf
Board of Regents Approval as required for IT purchased exceeding $50,000 per http://mus.edu/borpol/bor900/9201.htm
FUNDING SOURCE:
 Index #(s); Org #; Acct Code(s); Split: Specify this information identifying any funding allocations between accounts. If


additional splits are required attach details on an attachment to the Purchase Requisition.
Federal Funds: Are federal funds used to pay for this purchase?
Fiscal Year Allocation: Specify from which fiscal year the funds will be used to pay for this purchase.
SUGGESTED SUPPLIER(S):
Provide complete contact information for at least three vendors or preferred suppliers, if available. If it is a sole source
purchase and you have completed a PD-14 provide the vendor information for the sole source vendor.
FUNDING APPROVAL:
Route for required approval signatures according to schedule in Appendix E of the Purchasing Procedures Manual.
Submission Instructions:
1. The Requisition form must be completely filled in, including complete description and specifications.
2. If additional space is needed for the Specifications, please attach a second page.
3. Requisitions may not be used for commodities or services that have already been received. Call the Purchasing
Department to discuss at x3211.
Electronic Submittal:
a. Type the names of the individuals who are required to approve the requisition in the printed name box of the funding
approval section.
b. Email all the requisition (PDF with signatures) and all supporting documentation to . purchase@montana.edu
Paper Submittal
a. Submit signed original Requisition to the Purchasing Department.
b. Attach original versions of completed and signed Supporting Forms to the Requisition.
c. Email required specifications to the Purchasing Department at purchase@montana.edu as a Word attachment.
d. Attach signed original copies of all written quotations, if available. Quotations should only be obtained if it is a sole
source purchase.