PROCEDURE SOURCE:
Purchasing & Material Management
PROCEDURE NO: 125
PAGE NO.: 1 OF 3
SUPERCEDES: 0
TITLE: Requisition Processing
SUBMITTED BY: Thomas K. Dove
REVISED DATE: October 07, 2011
APPROVED BY: Claire P. Wurmfeld
I. PURPOSE
The purpose of this procedure is to provide guidelines to employees for the proper completion of
purchase requisitions for current and new vendors.
II. SCOPE
This procedure applies to all University Departments/Colleges.
III. BACKGROUND
A purchase requisition is used to initiate the purchase of all goods, services, and capital equipment from
merchants. The requisition is prepared by the requisitioning department and forwarded electronically
through the Banner System to the Purchasing Department. The Purchasing Department will assist any
department in the requisition process. However, the Purchasing Department will not enter information
into the Banner System to create a requisition for another department due to the approval process.
There are some exceptions where the Purchasing Department will take the lead in requisition
processing. These instances will be determined by the Purchasing Department on an individual basis.
IV. PROCEDURE
A. Purchase requisitions should be prepared and transmitted electronically through the
Banner System.
B. The following basic information must be entered into the system before the requisition can
be processed for current and new vendors:
1. Name, address, and phone number of suggested vendor.
2. Requested delivery date. (Specify a realistic date).
3. Name of person initiating requisition and campus telephone number.
4. Room and building to which delivery should be made.
5. Description of item(s) to be purchased. Each line item must be entered into the Banner
System separately annotating the account code. If the requisition contains a capital
Equipment item this description must be entered first in the requisition. If the requisitioning
department does not adhere to Section IV. B. of the procedure, the requisition will be
returned to the requisitioning department for correction, thus creating a delay in the
processing of the requisition.
6. Unit of measure; i.e., each, dozen, etc.
7. Quantity of item(s) required.
8. Estimated cost and account number to be charged.
9. Other instruction or information.
10. Signature of individual authorized to approve purchase requisitions.
C. The following additional information must be provided by the requisitioner before the
purchase order can be processed.
1. Back – up information on items.
2. All quotes that were provided to requisitioner by supplier(s).
D. The following additional information must be provided by a new vendor before the
Purchase order can be processed:
1. Completion of a W-9 form.
2. Completion of a New Vendor Registration form.
3. Certificate of Liability Insurance Coverage (1$ Million) (if the services are performed on
campus by the supplier).
The Purchasing Office will assist the departments in providing these forms to new vendors.
E. If the Purchasing Office determines that the requisition will result in the issuance of a formal
contract, the requisitioner may be asked to complete a ‘Request for Contract’ form to further
clarify requirements.
F. In the case of emergencies such as building system failures, busted pipes, or things of this nature
the Facilities Management Department will use the Procurement Card designated for this
purpose.