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
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
"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. College Procurement--General.
- Items or services not requiring a requisition
Use of Requisitions
- 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.
- 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.
- 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.
- 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
- Separate requisitions are required for each account
- Form and Contents of Requisition
- Each requisition must include as a minimum the
- Authorized departmental cost code.
- An accurate description for each
article listed, including catalog numbers,
size, color, etc., but not so restrictive as to
unduly limit competitive bidding.
- 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.
- Estimated cost of each item.
- Possible sources of supply--list
suggested sources and provide copies of any
price information or correspondence referring
to specialty items.
- 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
- Requisitions should be typed whenever
- 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
- 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.
- Guidelines for use of object codes on requisitions
- Equipment object codes (700
series) should be used to purchase items where
the cost of each item is $500.00 or more.
- Current Expense object codes (500
and 600 series) should be used for all supplies
- 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
- 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.
- Processing of Requisitions
- 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.
- 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
- 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.
- 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
- 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 Office of Equal Employment Opportunity and
Risk Administration at 801-957-4041