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Procurement Procedures:
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3.1 - Requisitions
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PURPOSE
To provide guidelines for the proper completion of a Requisition.
POLICY
Unless alternative purchasing mechanisms are to be used (i.e. Purchasing Card, Limited Purchase Order, Direct Payment Request, etc.), the purchase of all supplies, equipment and services not available from within the Institute must be processed on a Requisition submitted to the Purchasing Department prior to purchase.
PROCEDURE
The requesting department must complete the Requisition in its entirety to assure clarity of information.
Include all required data as follows:
- All requestor and ship-to information: requesting department, requestor, building, room number, phone number
- The action requested--purchase or bid
- The date materials or services are required. (Use specific dates. "ASAP," "RUSH," "YESTERDAY," etc. ARE NOT acceptable Required Dates)
- The commodity code number of the item(s) to be purchased, if known
- The accounting information to be charged.
- A clear description of the item(s) being requested
- An estimate of the price
- All appropriate signatures and/or approvals:
- The funding authorization signature and the originator's signature
- Radiation and Nuclear Safety's authorization for nuclear or radioactive material
- Human Resources' authorization for independent contractor/consultant services
- Sole Source Justification for requests of a value greater than $5,000, where substitution of supplier/material is not acceptable
- Quotations if obtained by Requester
- A Capital Budget Expenditure Request if an order is $50,000 or greater and not included on the
approved Capital Budget (Refer to
Capital Budget Expenditure Policy for more information)
IF REQUIRED, MAKE COPIES OF YOUR REQUISITIONS FOR YOUR FILES.
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Revised 3/02, 11/05