Policies and Procedures

Requisition Preparation and Processing

Chapter: 2

Section: 10.03

Computer Index Code: C2S10.03

Origination Date: 5/22/84

Inst. Council Approval Date: 10/10/84



    To establish expedited procedures for small purchases and for handling procurement requirements on a "rush order" basis or under emergency conditions.


    1953 UTAH CODE ANNOTATED 63-56-22

    Policy and Procedure 9.0 College Procurement - General


    1. "Emergency" means a condition that threatens public health, welfare, or safety, arising from natural forces (e.g. fire, wind, flood, storm, earthquake, epidemic, or other natural disaster); from riot, unlawful assembly, or mob violence; or from hostile acts of a public enemy.
    2. "Rush Order" means a requisition for supplies or service that requires expedited handling on a special basis to meet urgent program needs.
    3. "Petty Cash" means the procurement of supplies or services for which the total cost is $75.00 or less, with personal cash, for which persons will be reimbursed by the college.

    Small purchases of goods, services, and construction may be effected by the Purchasing Department on an informal basis, using either written or oral bids, or without bidding, when the Purchasing Agent determines from available information that the use of formal bidding procedures would not be sufficiently cost-effective or expeditious to meet the needs of the requisitioning department or unit in a timely and economical manner.


    1. Rush Orders

      1. Departments should anticipate requirements as far in advance as possible to insure enough lead time to receive material on schedule.
      2. Upon request, the Purchasing Department will make every effort to obtain requisitioned supplies and services in the most expeditious manner possible and will attempt to honor special handling and delivery instructions as appropriate.
      3. Requisitions for supplies or services needed on an urgent high priority basis may be delivered in person to the Purchasing Department, together with a written request that the requisition be processed on a rush order basis. Such request will be processed immediately and with maximum feasible speed consistent with bidding and other legal requirements.
      4. The cost of long distance telephone calls, TWX messages, cables, or telegrams placed to secure rush orders will be charged to the requisitioning department. The telephone authorization code is to be included on subject requisition.
      5. When appropriate a requisitioning department may be authorized by the Purchasing Agent to deliver a duly authorized purchase order directly to a particular vendor and to take immediate possession of the purchased goods. In such cases, all memoranda, receipts, packing lists, invoices, and other documents relating to the purchases and received from the vendor must be immediately transmitted to the Purchasing Department.

      Items costing $75 or less may be picked up on a cash basis when authorized by a Division Chair, Director or Dean. Reimbursement of personal funds expended may be obtained by forwarding a requisition with the invoice marked "paid" to the purchasing office. Sales tax should not be paid on petty cash purchases. It is the responsibility of the person making the purchase to inform the vendor that the College is a tax exempt State agency. Tax Exempt #A20490.


      1. An emergency condition is a condition which creates a threat to public, health, welfare, or safety, such as may arise by reason of flood, epidemic, fire, wind, risk, equipment failure, or such other reason as may be determined by the Purchasing Agent or his designee. The existence of such emergency creates an immediate and serious need for supplies, services, or construction which cannot be met through normal procurement methods.
      2. Emergency purchases shall be limited to only such items necessary for the emergency condition.
      3. The source selection method used shall assure meeting the time requirement of the emergency situation and secure such competition as is practicable within the time constraint.
      4. Any person requesting an emergency procurement shall be required to include a written determination stating the basis of need for the emergency procurement.

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