A requisition is the first step of the
procurement process. In most cases, this is the document which alerts the
Purchasing Office of the departmental need to purchase some good or service.
PROCEDURE
The processes involved in creating a
requisition are as follows:
An online requisition must be
entered to encumber funds. This is done through the Oracle system.
(For tutorial
click here)
The requisition must include:
Vendor ID - Enter SS#, Fed ID# or
Vendor Assigned number found in Oracle. If not
available on Oracle, put SS# or FED ID # in the attachment for the
buyer, and manually enter the name, address, and city of vendor.
The requisition must be approved by the
department's designated approver through the Oracle system.
Important Note:
If the requisition is
forwarded to someone other than the approver, it will remain dormant! The
Purchasing Office is not aware of the requisition until it is approved.
To avoid delays in processing, departments must ensure requisitions are
forwarded to the approved account holder.
Upon departmental approval, the
requisition is electronically forwarded to the Purchasing Office where it is
reviewed for compliance with State and University rules and guidelines.
The requisition is converted into a
purchase order using the appropriate expenditure code.
PROCESSING TIME
Important Note:
Requisitions
with
complete and accurate information, with status of "Approved", and all
required back-up received by purchasing
will be processed as follows:
$0 - $5,000.00 Processed and converted into a purchase order
within 5 working days.
$5,000.01 - $25,000.00 Processed and converted into a purchase order
within 7-10 working days.
Greater than $25,000 Requires a 14 to 21-day mandatory posting.
When using local funds, processing can occur within 30 days. When using
state funds, processing will require 60-90 days. Days required varies
depending on type of purchase.
