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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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