Policies and Procedures
Requisition Preparation and
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
To set forth requirements and instructions for preparing and
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
A. "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.
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.
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.
1. Items or services not requiring a requisition include:
A. 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
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.
4. 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.
5. Separate requisitions are required for each account
B. Form and Contents of Requisition
1. Each requisition must include as a minimum the
a. Authorized departmental cost code.
b. An accurate description for each article listed,
including catalog numbers, size, color, etc., but
not so restrictive as to unduly limit competitive
c. 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.
d. Estimated cost of each item.
e. Possible sources of supply--list suggested
sources and provide copies of any price information
or correspondence referring to specialty items.
f. 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
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:
a. Equipment object codes (700 series) should be used
to purchase items where the cost of each item is
$500.00 or more.
b. Current Expense object codes (500 and 600 series)
should be used for all supplies and services.
c. 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.
d. 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.
C. 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
For More Information, Contact:
Director of Risk Management