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Procedure: 7-102

Effective: July 2, 2001

Owner: Director of Procurement Services

Latest Revision: June, 2001

Preparing Purchase Requisitions

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership

Scope

This procedure describes the specific requirements for preparing Purchase Requisitions.

This procedure does not cover Internal Purchase Requisitions.

The topics covered in this document including the following:

  • Purchases of Goods and Services: $5,000 to $49,999.99
  • Purchases of Goods and Services: $50,000 and above
  • Requests to Use Multi-Color Printing
  • Sole Source and Emergency Procurements

System References [Top]

The forms that may need to accompany a Purchase Requistion are the following:

Sole Source Justification -- This form can be filled out electronically and submitted as an attachment in Oracle. No paper copy or signature is required.

Request to Use Multi-Color Printing -- A paper copy of this form requires the signature of the department head.

Summary of Telephone Quotes for Purchase Requisitions -- This form is optional.

All required forms must be filled out according to the instructions provided on the most recent copy of the form itself. The most recent version of these forms may be obtained from the University Forms Directory or from the Procurement Services web site.

Policy [Top]

This procedure corresponds to, and should be read in conjunction with, Purchase of Goods from Outside Vendors -- Policy VII.C.1, and Types of Purchases Which Require Special Processing -- Policy VII.C.2.

Responsibility [Top]

At the departmental level, the responsibility for preparing Purchase Requisitions is assigned in Oracle to the PO Requester and PO Purchaser. Departmental approval for the submission of a Purchase Requisition to Procurement Services may be assigned to the departmental PO Requester, PO Purchaser, or to others.

An originator is considered "self-approving" if he or she can submit Purchase Requisitions to Procurement Services without having the requisition reviewed by someone else in the department.

Procurement Services' Buyers have been assigned the PO Buyer responsibility in Oracle which enables them to approve or deny departmental Purchase Requisitions.

Distribution [Top]

 

Ownership [Top]

Purchase Requisitions are handled by Procurement Services. Please see the Procurement Services web site for contact information, and news about any recent changes in policy or procedure affecting Purchase Requisitions.

Procedures Steps

Purchases of Goods and Services: $5,000 to $49,999.99

Departments may recommend that Procurement Services buy the requested goods or services from a particular vendor. Moreover, departments themselves may even solicit bids for the purchase of goods and services that cost between $5,000 and $49,999.99.

If departments choose to solicit bids directly for goods and services costing from $5,000 to $29,999.99, three quotes must be obtained from prospective vendors by telephone, in writing, or through informal on-site bidding. For goods and services costing from $30,000 to $49,999.99, four quotes must be obtained in writing. Departments must record the names of the vendors contacted, the names of the persons giving the quotes, the dates on which the quotes were obtained, and the precise dollar amount of each quote. Departments must forward this information to Procurement Services. Vendor selection and award shall be made by Procurement Services following appropriate review. The Summary of Telephone Quotes for Purchase Requisitions Form is not mandatory, but it provides an example of how to organize the information that departments should provide to Procurement Services when soliciting bids from vendors directly.

Only Procurement Services' Buyers may solicit vendors for purchases totalling $50,000 or more. All IFBs, RFPs and Sole Source or Emergency Procurements of $50,000 or more are posted on the Procurement Services web site for at least 10 days. All IFBs and RFPs are also posted on the Virginia Business Opportunities (VBO) web site.

Specific Types of Purchase Requisitions and Special Attachments

  • If the departmental Purchase Requisition involves the use of multi-color printing, the Request to Use Multi-Color Printing form must be completed according to the instructions on the form.

This form requires the Department Head's signature. A signed and dated paper copy of the form must be retained in the department's files for three years plus the current fiscal year.

An electronic copy of the form should be filled out, saved to computer, and then attached to the Oracle Purchase Requisition using the paper clip icon.

  • If the departmental PO Requester and PO Purchaser believe that only one vendor can supply a particular good or service costing $5,000 or more, a Sole Source Justification form must be completed according to the instructions on the form.

An electronic copy of the form should be filled out, saved to computer, and then attached to the Oracle Purchase Requisition using the paper clip icon.

  • For Emergency Purchases for amounts of $5,000 or more, departments must submit written justification describing the nature of the emergency in reasonable detail. This may be in the form of a note on the Purchase Requisition or as an attachment to the Purchase Requisition.

Submitting a Purchase Requisition to Procurement Services

All requested goods and services must be itemized and listed on separate lines of the Purchase Requisition. Multiples of the exact same item, however, may be listed on the same line.

Attached quotation documents may not be substituted for line-item entry on the Purchase Requisition.

Once a Purchase Requisition has received departmental approval in Oracle, it will be reviewed by Procurement Services.

Departments should forward any paper attachments that may be required, such as a contract supplied by the vendor, to Procurement Services. All paper attachments must include the Purchase Requisition number.

Once a Purchase Requisition has been approved at the departmental level, it cannot be changed. The departmental PO Requester and PO Purchaser may cancel the Purchase Requisition only before a Buyer in Procurement Services turns it into a Purchase Order.

Step-by-step instructions for performing the tasks described above in Oracle may be found in Oracle Navigation Instructions under Requisitions -- Creating, Requisitions -- Sole Source Justification, and Requisitions -- Approving. Only persons who have been assigned the responsibility of PO Requester and PO Purchaser will be able to perform this action.

Turning a Purchase Requisition into a Purchase Order

Procurement Services receives Purchase Requisitions after they have been approved by departments.

Procurement Services' Buying Managers will assign specific Purchase Requisitions to individual Buyers. Procurement Services' Buyers have been assigned the PO Buyer responsibility in Oracle which allows them to review departmental Purchase Requisitions.

Procurement Services' Buyers may determine that a Purchase Requisition is unacceptable and return it to the department. The Buyer will review the Purchase Requisition and determine if there is an existing University or state contract for the goods and services requested. The Buyer will also review departmental requests for Sole Source and Emergency purchases and determine whether the purchase should be made on this basis.

If the departmental request is approved by Procurement Services, the Buyer will convert the Purchase Requisition into a Purchase Order, determine the appropriate method of competition required in that particular case, and contact prospective vendors to obtain pricing and other information.

Step-by-step instructions for turning a Purchase Requisition into a Purchase Order may be found in the Oracle Navigation instructions under Purchase Orders -- Using AutoCreate. Only those persons who have been assigned the responsibility of PO Buyer will be able to perform this action.

Changing Purchase Requisitions

If a department needs to make a change to a Purchase Requisition before it has been turned into a Purchase Order, the Buyer in Procurement Services should be notified as soon as possible through e-mail or telephone. The Procurement Services Buyer cannot change the information on a Purchase Requisition, but he or she can return the Purchase Requisition to the department for cancellation and wait for the department to send a new Purchase Requisition.

If a Purchase Requisition has already been turned into a Purchase Order, Buyers may change information on the Purchase Order itself if necessary, and it will automatically be rerouted for appropriate departmental approvals.


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