INTERNAL REQUISITION FOR SUPPLIES AND EQUIPMENT

The INTERNAL REQUISITION FOR SUPPLIES AND EQUIPMENT is a prerequisite to initiating a purchase (other than petty cash and Local Purchase Orders for orders under $125.00 and a Purchasing Card ) from all outside sources. The completed/approved original is forwarded to the Purchasing Department, approved by the Director of Business Services and, from this source document, a formal University purchase order is prepared and sent to the vendor.

 No purchase should be made by contacting the vendor directly and subsequently processing a purchase requisition. Doing so may incur personal liability for payment. Vendors have been notified not to honor requests for purchasing unless accompanied by a bona-fide University purchase order. Please read Administrative Practice Letter No. 30 which governs all university purchases.

In special circumstances where an identifiable "emergency" exists, the Purchasing Department will issue a purchase order number over the telephone. A Purchase Order number will be assigned but the department MUST FOLLOW UP with the requisition in order to validate the transaction.

Please indicate the PURCHASE ORDER NUMBER and mark "CONFIRMING" on the requisition prior to submitting it to Purchasing. If the department is delinquent in this follow up procedure, Purchasing may refuse to provide emergency service to the requesting department.

 PROCEDURE:

 Please make sure that:

• The requisition is legible, typed copy preferred.
• If applicable, your shipping address is indicated.
• The address of vendor is complete and current.
• The description of materials is complete. Your information must be complete enough for the vendor to fill your order. Be sure to include any applicable catalog numbers.
• The actual/estimated cost is indicated.
• If deposit/prepayment is required, check request is attached..
• The department, fund, account code, program or project code (if applicable) are included.¹
• The requisition contains authorized signature (signature of the account holder or signature authorized according to Administrative Practice Letter No. 6.
• A copy is retained for your files.

PLEASE NOTE: Any discrepancies and/or omissions in the required information may delay processing of your order.

 ¹Purchasing reserves the right to change incorrect account codes.

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