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V-11.17 Requisitions

(Amended 6/05; 8/14; 7/14/22)

Effective July 14, 2022, this policy has been revised. For the most current version without redlining, return to V-11.17.

Departmental requests for equipment, goods, and services are made on the university purchase requisition form. When preparing a requisition for an outside vendor, sign in to Employee Self Service; under Business & Financial Systems > Financial Systems & Forms, click on E-Pro (Evouchers & PReqs). For step-by-step instructions for completing a requisition, see the online tutorial Purchase Requisitions Training. Complete instructions and procedures for preparation and submission are found in the Purchasing Policy and Procedure Guide.

  1. Workflow approvals.
    1. Two individuals must approve all requisitions. The first approval shall be that of the individual requesting/initiating a purchase, and the second approval shall be that of a departmental executive officer, designated subordinate, dean of the college, or other chief administrative officer.
    2. Requisitions for "advanced" and "expedited" orders, referred to as "confirming orders," enable staff members to make contingency and emergency purchases. Complete procedures are found in the Purchasing Policy and Procedure Guide.
  2. General policy. Except as indicated below, acquisitions from outside vendors are made by means of purchase orders issued directly by the Purchasing Department under the delegated authority of the Chief Procurement Officer.

    Purchase orders are created and issued from requisitions initiated by departments. Two individuals must approve all requisitions. The first approval shall be that of the individual requesting/initiating a purchase, and the second approval shall be that of a departmental executive officer, designated subordinate, dean of the college, or other chief administrative officer.
  3. Exceptions. Procurement card purchases are allowed for low-dollar purchases.
    1. Prepayments of less than$3,000 do not require issuance of a formal purchase order unless required by the vendor. Prepayments under $3,000 are processed by submitting an e-voucher and invoice form, along with appropriate and substantiating documentation, to Accounts Payable. Faxed documentation from vendors is acceptable.
    2. The other non-purchase order alternative is the procurement credit card.