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
 
 
I.   PURPOSE
 
     To set forth requirements and instructions for preparing and
     processing requisitions.
 
 
II.  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
 
 
III. DEFINITION
 
     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.
 
 
IV.  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.
 
     A.   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:
               a.   Payroll
               b.   Travel
     
 
V.   PROCEDURE
 
     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 
               items.
 
               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
               number.
 
     B.   Form and Contents of Requisition
 
          1.   Each requisition must include as a minimum the 
               following information:
 
               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 
                    bidding.
 
               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 
                         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:
 
               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 
               Purchasing Department.
 
 
 
For More Information, Contact: 
Nancy Sanchez 
Director of Risk Management
(801) 957-4041
E-mail:  nancy.sanchez@slcc.edu
http://www.slcc.edu
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