1. General

 Prior to requisitioning, budget administrators should investigate whether a service department of the University can provide the needed supplies or services.

 

An estimated price and sufficiency of funds should be determined prior to requisitioning.  The Purchasing Department maintains a library of vendor catalogs that may be used by any department.  Links to supply resources may also be found on the Purchasing web site. 

 

A Departmental Purchase Requisition should be completed, signed by the budget administrator or his/her delegate, and submitted to the Purchasing Department. 

 

Suggested sources for procurement may be listed on the requisition.  Any potential interest or relationship with the suggested vendor should be fully disclosed at this time.

 

Specifications of items should be stated on the requisition in terms of the justifiable needs of the department rather than in the specific attributes or model numbers of a particular vendor.  Following these specifications, a particular supplier’s designations can be provided as a suggested source meeting specifications.

 

Requests for cancellation, deletion, or modification of purchase orders must be made in a written memorandum to the Purchasing Department.  Such actions should not be delayed once decided upon.

 

Upon delivery to the department by Central Receiving, the goods must be inspected immediately.  Any deficiency of the goods should be noted and reported promptly to Central Receiving. 

 

Payment of goods will be made in accordance with the Texas Prompt Payment Act.

2. Purchasing Department Processing

Once a requisition is received, the Purchasing Department will determine the most appropriate method of acquisition of the goods or services requested in accordance with Handbook of Operating Procedures Section 8.2.1 and Materials Management Operating Procedures Section 2 – Best Value Procurement Procedures.

 
In certain instances when the item requested is so specialized, the requisitioning department may assist the Purchasing Department in the preparation of technical specifications and evaluation of bids/offers/proposals.  Any award recommendations by the requisitioning department must be submitted in writing to the Purchasing Department.  If the Purchasing Department is of the opinion that the recommended supplier’s bid/offer/proposal is not the best value, the Purchasing Department will consult with the requisitioning department before a final decision is made on the selection of the supplier.  If both parties cannot subsequently agree on the selection of a supplier after consultation, the matter will be submitted to the Director of Materials Management for review and final decision. 

3. Department Purchase Requisition

The form is accessible on the Purchasing Department’s Web page (Forms) at http://w3.panam.edu/materialsmanagement/PURCHASING.htm .   Instructions for completion of the Departmental Purchase Requisition are as follows:

Date:  Date the requisition is completed by the requisitioning department.

Account Name:  Name of the budget account to be charged.

Request By:  Name of the requisitioning department.

Signed:  Signature of the Account Manager or of his/her designee and any other signatures required by the requisition.

Requisition Number:  Department’s requisition numbers are sequentially assigned with the first number taken each fiscal year from the following table:

Fiscal Year 2003       3001
Fiscal Year 2004       4001
Fiscal Year 2005       5001
Fiscal Year 2006       6001
Fiscal Year 2007       7001

Note:  Automation of the requisition function will require system assigned requisition numbers.

Account #:  Account number to be charged.

Object Codes:  The object code (budget category), if known by the requisitioning department, should be entered.

Receiving (Delivery To):  Name of the person and location to receive item(s) ordered.

Department Contact:  Name of the person to be contacted by the Purchasing Department on matters pertaining to the requisition.

Suggested Source:  Any reliable source known may be listed here.  Additional sources may be listed on body of requisition.  Contact information may be included.

Item Number:  Each item ordered should be listed separately and numbered sequentially. Dissimilar items likely to be purchased from different vendors should be on separate requisitions.

Description and Specifications:  The description of the item must be sufficiently complete to enable the Purchasing Department to procure the item satisfactorily.  Specifications may be provided by attaching supporting documents.

Quantity:  Show quantity of the item and unit of measure; e.g., 5 each, 2 qt., 1 box, 10 rolls, etc.

Estimated Unit Price:  Show estimate of the unit price of each item.

Extension:  Show extensions and a grand total of all prices.  If discount is involved, the discount should be shown in a separate calculation above the extension amount and the net total price should be reflected in the extension column.  These estimated prices will guide the Purchasing Department.  The Purchasing Department will inform the requisitioning department if bids/offers/proposals received exceed the estimated cost.

Intended Use:  Intended use and/or application of purchased item must be stated.

Delivery Needed By:  Date by which goods or services requisitioned are required for use.  Please complete with actual date, not ASAP.

Note:  If item(s) will be purchased from one account but subsequently will be transferred to another account for inventory purposes, the new account and signature of the new account manager must be provided where indicated on the requisition.