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 UHV Purchasing

When is a Purchase Requisition required?

A purchase requisition is simply an authorized request for the purchase of goods or services through the Purchasing Department. The following are examples of when a requisition is needed.

• You are making a purchase that will exceed the departmental delegated limit of $3,000 (including shipping and handling costs). Submit a requisition through Purchasing.
• You want some printing done using state appropriated funds. Submit requisition to Purchasing with complete printing specs. Purchasing will obtain competitive bids per constitutional requirement.
• You are making a purchase of IT commodities or services over $3,000 or IT commodities or services that require a requisition. Please refer to the IT Commodity Purchasing Program link for detailed guidelines for requisition requirements.
• The purchase falls within your delegated limit, but the vendor is asking for a formal Purchase Order. Complete a delegated order form and send to vendor. Only then, if the vendor does not accept that authorization, complete a purchase requisition and submit to Purchasing.
• You are trying to purchase an item that must be tagged for inventory because it is considered a controlled property purchase and the total order is $3,000 or more. Controlled property includes computers, fax machines, printers, projectors, TVs, VCRs and digital cameras and camcorders if the individual value exceeds $500 per unit.

Please contact the Purchasing Department with any question in regards to purchase requisition requirements.

Required Elements of a Purchase Requisition

Instructions to complete a purchase requisition in PeopleSoft Work flow can be found here under the heading “Purchase Requisitions Workflow”. Once the Purchasing staff receives your requisition, they will review it for completeness. Requisitions will be denied for incorrect cost center, incomplete or vague descriptions or specifications, no intended purpose or questionable intended purpose. If everything is in order, the requisition is prioritized and processed. Generally, allow 30 days for delivery of most goods or services after a purchase order is issued.

1. Requestor
2. The requisition should state a complete description of item(s) being ordered. Specifications should be concise, but complete in detail. The catalog number or model number alone may be insufficient to process the order.
3. Quantity and unit of measurement;
4. Either estimated or actual cost. Note: Estimated cost should be reasonably accurate. Generally, unless given other instructions by the department, if the actual total is within 15% of the department’s estimates, Purchasing will place the order without further department notification.
5. A brief statement of the intended use or purpose for which the requisitioned goods or service is required.
6. Vendor contact name and phone number.
7. Complete PeopleSoft cost center information.
8. A suggested source for the goods or service including phone number and fax number if known. Note: the key words here are suggested source. The Purchasing Department will make the final determination on the vendor used.
9. Any special delivery instructions; i.e. (Central Receiving, Receiving Door #2 )

All requisitions must be approved electronically by the cost center authority prior to sending to Purchasing.

Requisitions to Be Paid for with Grant Funds

Requisitions for goods or services using Grant fund cost centers (fund number beginning with 5) require the additional approval of the Research Administrator before the requisition can be processed by the Purchasing department. Please choose the appropriate approval path for Grant Funds (Dept/Coll/Div-OCG-Purchasing Office).