| Initiating body: | Purchasing |
|---|---|
| Contact: | Purchasing, 438-7611 |
| Revised on: | 11/2001 |
A requisition is required if the needed goods or services total more than $2,500. Requisitions for $2,500 or less may be sent to Purchasing if the department chooses or if the vendor requires a hard copy purchase order.
Requisitions may be faxed, mailed or submitted electronically through Datatel. Purchasing will enter all hard copy requisitions onto the Datatel system. Requisitions will be acted upon when all required approvals are obtained.
Provide a complete description of the item or service being purchased, a price (may be estimated), and the account number to be used. The Budget Officer (fiscal agent) of the account, or their authorized designee, must sign the requisition. List vendor(s) if known and provide a “ship to” address for Central Receiving to follow when the shipment arrives.
If more than one account number will be paying for the merchandise or service, list the account numbers to be used and what dollar amount each will be paying for. The Budget Officer (fiscal agent) for each account must approve the requisition.
If the bidding process is required or desired, competitive quotes may be sought by phone, fax, or mail, or a sealed bid will be advertised.
Some orders of $5,000 or more may need to be filed with the State Comptroller’s Office in Springfield, which requires obtaining the vendor’s signature on a Legal Status form. Purchasing obtains this signature.
Orders over $25,000 must get approval by the president of the University. The Board of Trustees must approve orders over $500,000.
A purchase order is issued when all requirements have been fulfilled. A copy of the purchase order is faxed to the requesting department.
