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.
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.
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.
