Purchasing Guidelines

Purchase Requisition Procedures

Instructions and sample for completing a purchase requisition

• The procurement begins with a fully completed and properly signed requisition prior to submission to the purchasing department. The person who is authorized to sign requisitions should have an authorization on file in the Office of Business Affairs.



• If an emergency or rush purchase order number has been issued by the Purchasing Department, please include this purchase order number on your requisition before sent to Purchasing.



• Staple attachments to the back of the purchase requisition to avoid separation and loss.



• The requisitioner should retain a copy for their records.



• If an order is needed by a particular day, please specify the date needed on the requisition form (item #18 on example).



• If the items being requested have already been received and the requisition is for payment purposes only, please state so on the requisition, and attach the invoice if you have one. Please note that Accounts Payable cannot make payments from statements, faxes or photocopies. They must have the original invoice for goods or services received. These requisitions are paid "NOR" (No Order Required), since goods have already been received.



• It is the responsibility of the ordering department to verify the receipt of goods or services against the purchase order issued. If the quantities received are correct and the items are not damaged, then the department should sign, date and return the receiving copy of the purchase order to the accounts payable department. If there are any discrepancies or damage, it should be noted on the receiving copy of the purchase order prior to sending it to accounts payable department.