Purchase Requisition System

 

Please note: Google Chrome is the preferred browser for the Purchase Requisition System.

Access the Purchase Requisition System

For instructions and/or assistance please .

Ƶ requires a purchase request be completed for orders that exceed $2,500. Requests are submitted through our online system and routed to those who need to sign-off on the request before it’s officially placed with the vendor. Please note that for limited subscriptions (subcriptions for Departments or individuals, NOT university wide subsciptions), membership fees, or registration fees, you should submit a check request through Accounts Payable.

Once the Requisiton is complete, the Purchasing Department will convert the request into a Purchase Order. All purchases exceeding $2,500 must go through the Purchase Request process and be issued as a Purchase Order, even if a signed contract already exists. This also applies to payments for services such as honorariums, vendor engagements, and other contractual arrangements.

Transactions Not Requiring a Purchase Order

Some expenditures do not require a PO; however, using one generally provides better protection for the department and the university. Payments for these items should be submitted via a Check Request form to Accounts Payable or processed with a Procurement Card (P-Card).

Examples include:

  • Purchases of $2,500.00 or less (inclusive of taxes and shipping)
  • Conference/seminar registration fees
  • Food/refreshments (for meetings, events, etc.)
  • Freight charges not covered on the purchase order
  • Insurance policies (Finance Office)
  • Memberships and dues (professional)
  • Postage
  • Relocation reimbursement/expenses (handled on a case-by-case basis)
  • Individual or department subscriptions (magazines, newspapers, journals, etc.). University-wide subscriptions, such as those for the library or law school, will require a PO. All TECHNOLOGY SUBSCRIPTIONS must be reviewed by IT, regardless of whether they require a PO
  • Travel, entertainment, and related expenses (use P-Card or Travel Reimbursement Form). Examples are airfare and hotels (not group tours)

Approval/Signature Requirements

  • All expenditures that exceed $1,000 require the approval of the appropriate department chairǰ budget manager.
  • Expenditures exceeding $2,000 require the approval of the appropriate Vice President or designate as determined by the Accounting department’s signature authority guidelines.

Understanding the Purchase Request Process

Submitting a Request

The purchase request process begins with the submission of a request through our online system. In the request, you’ll detail things like vendor information and items being purchased. You’ll also have the chance to send the request to the appropriate people who need to sign-off (e.g., your budget manager or department chair). Once you press submit, the request will travel to the person you’ve specified for approval – or straight to Purchasing if no approval is necessary.

A couple of things to keep in mind:

  • The form will time out 30 minutes from when you open it, so be sure to save your work if you’ll need more time.
  • DO NOTԳܻ sales tax on the purchase request.
  • If you are attaching multiple files or documents, you will need to select them all at once when you load them in (by holding Control while selecting the files with a PC, or holding both Shift and Command while selecting the files with a Mac). If you attempt to load the files one at a time, the previously loaded file will be overwritten.

Once a purchase request has been submitted, the specified approver will receive an email notification. As an approver, you’ll be able to amend budget numbers, approve or deny the request, or return the request to the initiator for changes. If you choose to approve the request, you’ll be prompted to send it to another person if needed, or approve and send it to Purchasing.

Approved Requests

Once everyone has signed off, Purchasing will review the request for the correct budget classification and appropriate digital signatures. They will also determine if a less expensive price can be found, and may inquire further on warranty, delivery, and installation information. Upon approval, the request is entered into Colleague and a purchase order (PO) is emailed to the vendor (if necessary).

Sending Receiving Report to Accounting

Once the PO has been created, you will be sent a Receiving Report copy by email. The Receiving Report should be signed in the top right hand portion and sent to the Accounting office (2900 Campus Box) immediately upon receipt of the item(s) ordered or completion of services rendered. This is your acknowledgement to Accounting that the item(s) have been received or services have been completed and the invoice can be paid. If you need a copy of the PO for your records, please make a copy of the Receiving Report before sending it to Accounting.

If you receive a partial shipment, sign the Receiving Report and indicate which items were received and
which were not. Send the Receiving Report to the Accounting Office. Accounting will in turn send you
a “backorder” slip. Once you receive the backordered items, sign the “backorder” slip and return
it to Accounting.

If you receive the invoice, please send a copy to Accounting (Gail Key). Accounting needs both the signed Receiving Copy of the PO AND the invoice in order to make payment to the vendor.

Purchase Request Pending Prior to Aug. 20, 2019

Approvers
ǰ in the previous system.

Requesters
 in the previous system.