Policies and Procedures

Requisition Preparation and Processing


Chapter: 2

Section: 10.02

Computer Index Code: C2S10.02

Origination Date: 5/22/84

Inst. Council Approval Date: 10/10/84

Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
Section 10.02 REQUISITION PREPARATION AND PROCESSING

  1. PURPOSE

    To set forth requirements and instructions for preparing and processing requisitions.

  2. REFERENCE

    Utah Procurement Code, 1953 Utah Code Annotated, 63-56-22

    Policy and Procedure 9.0 College Procurement - General

    Policy and Procedure 9.3 Restricted Purchases and Special Procurement

  3. DEFINITION

    1. "Requisition" A form used to initiate the procurement of supplies and services. Requisitions are not purchase orders and shall not be used or represented as such.

  4. POLICY

    Except as provided in Exceptions below, a requisition must be submitted to initiate the procurement of supplies, capital equipment, and services by the Purchasing Department.

    1. Exceptions

      Note: College operating units that are authorized to engage in direct procurement without going through the Purchasing Department are listed in Policy and Procedure 9.0 D.b. College Procurement--General.

      1. Items or services not requiring a requisition include:
        1. Payroll
        2. Travel
  5. PROCEDURE

    1. Use of Requisitions

      1. Urgent requests may be placed by telephone to the Purchasing Department. Telephone requests must be followed up by a written requisition marked "confirmation of telephone order". Otherwise a duplicate shipment may be received.
      2. Requisition forms may be used to obtain price quotations from the Purchasing Department if "Request for Quotation only" is noted on the face thereof. A request for quotation will not obligate a department nor encumber funds until the department authorizes Purchasing to acquire the requested item.
      3. Open accounts may be requested when small cost items or services are needed regularly over an extended period of time. An open account will be valid only for a specified time period and/or a specific dollar amount. If additional funds are required a new requisition will be necessary to increase the encumbrance of the existing purchase order or to establish a new purchase order with specified limits of time and money. Open accounts expire by May 31 of each year unless otherwise stated. The open account purchase order number must be given to the vendor each time an order is placed. Open accounts may not be used to purchase capital equipment items.
      4. The College participates in all supply contracts negotiated by the State Director of Purchasing. Copies of these contracts are available for review in the College Purchasing Office.

      5. Requests for the follow-up on any requisition should be made to the Materials Distribution Center (MDC) by giving reference to the assigned purchase order number. After the order has been placed, departments will receive a copy of their requisition with the purchase order number that has been assigned. The amount of funds encumbered should be noted on the budget summary sheet (Form 18.1) by the department.
      6. Separate requisitions are required for each account number.
    2. Form and Contents of Requisition
      1. Each requisition must include as a minimum the following information:
        1. Authorized departmental cost code.
        2. An accurate description for each article listed, including catalog numbers, size, color, etc., but not so restrictive as to unduly limit competitive bidding.
        3. Delivery instructions, stating specifically (1) desired delivery date, and (2) where delivery should be made, e.g., department, name of responsible individual, building and room number.
        4. Estimated cost of each item.
        5. Possible sources of supply--list suggested sources and provide copies of any price information or correspondence referring to specialty items.
        6. Signatures as appropriate:

          (1) Requesting person.

          (2) Division Chair, Director, or Dean. The Requisition must also be signed by the Director of Planning and Budget for all Capital Equipment. This signature shall be assumed to verify that funds are available, that the expenditure is in the best interests of the College and in compliance with activities or projects under his/her purview.

      2. Requisitions should be typed whenever possible.
      3. Each requisition should, so far as possible, be limited to similar or related items that are known or can reasonably be expected to be available from the same vendor.
      4. All equipment, supplies, or services that are intended to be acquired at or about the same time as component parts of a single transaction should be included in the same requisition or series of related requisitions submitted simultaneously. It is improper under the law to divide or split procurement transactions into small units that are artificially devised to avoid the bidding requirements and other procedures applicable to larger unit transactions. See 1953 Utah Code Annotated 63-56-22.
      5. Guidelines for use of object codes on requisitions are:
        1. Equipment object codes (700 series) should be used to purchase items where the cost of each item is $500.00 or more.
        2. Current Expense object codes (500 and 600 series) should be used for all supplies and services.
        3. For contractual services performed by non-college personnel rendered on a one-time basis, use Form 89.1 accompanied by the properly approved requisition. Object code 516 is to be used in the account code. The contractual service form cannot be used for existing College personnel since they are entitled to receive Social Security and retirement credits on all earnings from the College.
        4. For referee services performed by non-College personnel, use Form 89A.1 accompanied by the properly approved requisition and use object code 641. This form cannot be used for the services of existing College personnel since they are entitled to receive Social Security and retirement credits on all earnings from the College.
    3. Processing of Requisitions
      1. Upon receipt of a properly prepared requisition the Purchasing Department will initiate proceedings leading to purchase of the requisitioned item in accordance with statutory requirements and college policy.
      2. The Purchasing Department will seek to correct errors and omissions on requisitions in consultation with the requisitioning unit and, so far as possible consistent with legal requirements, by informal means.
      3. Requisitions sent to Purchasing will result in the encumbrance of departmental funds upon issuance of a purchase order, or may be advance encumbered if a purchase order will not be issued immediately.
      4. Departments will receive a department copy of each purchase order placed as well as a green copy of the purchase order when the items are delivered. Requests for information relating to any requisition should refer to the purchase order number assigned by Purchasing.
      5. The department copy of the purchase order should be checked promptly by the requisitioning department to assure that the order is correct. Any errors or discrepancies noted should be reported promptly to the Purchasing Department.

For more information, contact Office of Equal Employment Opportunity and Risk Administration at 801-957-4041