Procurement Requisition Forms and Instructions
Requisition for Commodities/Supplies &
Services
- Salisbury University Requisition for
Commodities/Supplies and Services (WORD)
- Salisbury University
Requisition for Commodities/Supplies and Services (PDF)
1. Submit requisition to the appropriate
Buying Office for purchases of
commodities/supplies and services. (Services for
consultants, speakers, and entertainers or for travel/travel
registrations should not be requested on this form.)
2. For procurements of $5,000 or less the requisition may be
submitted via GroupWise as an attachment and no signature is
necessary. GroupWise addresses for each buying office are
noted above. Do not send to an individual's GroupWise
address, unless that is the address specified above. Failure
to submit to proper GroupWise address could result in a
delay in processing the requisition. The GroupWise message
must come from the budget administrator or an authorized
designee. (There must be a procurement authorization form on
file in financial services for the designee.)
3. For
procurements greater than $5,000 departments must submit a
signed hard copy of the requisition.
4. All
merchandise will be received through the
Support Services
department located in the Physical Plant building and will
be distributed to the appropriate location by Support
Services. Support Services will also provide a courier
service for picking up local orders placed by a buying
office. Support Services' policy for delivery is that it
will be made to the department within seventy-two (72) hours
from the time of receipt by Support Services from the
vendor.
5. The various buying offices will process
requisitions in an expeditious manner upon receipt of an
approved and acceptable requisition.
6. Detailed
specifications should be provided as an attachment to the
requisition. (See description and
specification guidelines).
7. If you have already
obtained bids, please submit them as an attachment to the
requisition.
8. All requisitions being charged to a
grant account code (Program 02) must be approved by
Fiscal Grants
Management office before submission to a buying office.
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Instructions for Completing Requisitions
1. Check box to the right of appropriate buying
office (see buying assignments under Buying Offices.)
2. Enter date of requisition.
3. Enter desired (realistic) delivery date (asap is not acceptable).
4. Enter department ID number.
5. Enter department name.
6. Enter name of contact person.
7. Enter location of department where delivery is to be made (building and room
number).
8. Enter departmental contact person's telephone number.
9. Enter fiscal year of budget this expenditure will be charged to.
10. Enter contract number if applicable.
11. Enter suggested vendors - include name, address, telephone number, fax
number, and federal employer identification number or social security number
(additional vendors can be listed on an attachment if necessary).
12. Insert line number.
13. Insert quantity needed.
14. Insert unit type (each, case, box, etc.).
15. Insert unit price.
16. Description and Specification Guidelines
Referencing manufacturer and/or vendor specifications are not acceptable
ways to specify commodities/supplies. Specifications for the item must be
written by the department and must cover the minimum acceptable requirements.
The requisition should contain the following information:
A. The generic name of the item. Identify what the item is by its generic
name. (example - microscope) You may also include part number or catalog number
of the item given by the manufacturer or distributor. The manufacturer's brand
name and model numbers may be used at the end of the description with the phrase
"or equal", as a guide to indicate quality needed to meet the minimum acceptable
requirements.
B. Write important features, called salient features, needed including the
minimum acceptable technical information. Include the key performance factors
that are required.
C. Requirements such as installation, warranty, delivery time, etc.,
should also be included when necessary. If on site inspection is needed in order
to install an item, give the name and phone number of the person to contact for
this purpose.
D. Ensure that attachments submitted with requisitions (such as catalog
cuts, specifications, drawings, etc.) are accurate, clean, readable copies, and
are suitable for photocopying.
E. Descriptions or specifications requiring more than one line should be
on an attachment to the requisition.
17. Insert total cost for line.
18. Signature of
budget administrator
or authorized designee. (letter of authorization from budget
administrator must be on file in Financial Services for designee).
19. Date signed by budget administrator or authorized designee.
20. Total dollar amount of requisition.
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Instructions for Completing Payment
and Approval Form for Honoraria, Consultants, and Entertainers
(Greater than $5,000)
1. Enter account code and corresponding department. If more than one
account code is to be charged, please provide amount or percent to be
applied to each account.
2. Enter date requisition prepared.
3. Enter the fiscal year.
4. Suggested Vendor(s) name, address, and social security or federal
employer identification number. Additional vendors can be provided on
separate sheet.
5. Enter scope/description of service to be performed. Also, enter date(s)
service is to be performed. If additional space is needed you can expand
the box or provide on separate sheet.
6. Enter justification for Sole Vendor. This justification must provide
factual information as to why this vendor is the only source that exists
which meets the requirements. If additional space is needed you can
expand the box or provide on separate sheet. (Before award is made this
must be approved by the procurement office and the agency head or
designee. If in excess of $25,000.00 it must be approved by the Board of
Public Works. In which case you must provide lead time of not less than
60 days prior to start date of service.)
7. Enter any other information you feel may be pertinent and you wish to
convey to the procurement office. If additional space is needed you can
expand the box or provide on separate sheet.
8. Enter fee to be paid to vendor.
9. Enter any travel expenses that will be reimbursed to the vendor. Must
be in accordance with
Salisbury
University Policies and Procedures for Travel and Miscellaneous
Reimbursements.
10. Budget
Administrator
name, signature and date. Must have name and signature of Budget
Administrator for each account code listed.
11. Dean or Director name, signature and date if required.
UPON COMPLETION OF THE FORM AND SIGNING BY THE BUDGET ADMINISTRATOR(S) AND
DEAN/DIRECTOR, SUBMIT THE FORM TO THE PROCUREMENT OFFICE, HOLLOWAY HALL
ROOM 222. PLEASE SUBMIT REQUEST AT LEAST THIRTY (30) DAYS PRIOR TO START
DATE OF SERVICE TO PROVIDE AMPLE TIME FOR PROCESSING OF REQUIRED
DOCUMENTS. REQUESTS IN EXCESS OF $25,000 MUST BE SUBMITTED AT LEAST
NINETY (90) DAYS PRIOR TO DATE OF SERVICE.
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Requisition for Honoraria,
Consultants, and Entertainers
1. Enter Vendor Name
2. Enter Vendor Address
3. Enter Vendor Social Security Number or Federal Employer Identification
Number. (whichever is applicable)
4. Enter scope/description of service to be provided by vendor.
5. Enter any other information that you feel may be pertinent and you wish
to convey to Accounts Payable or Procurement.
6. Enter the date(s) of the performance/service.
7. Enter fee to be paid to vendor. (AMOUNT MAY NOT EXCEED $5,000.00)
8. Enter any travel expenses that will be reimbursed to the vendor. Must
be in accordance with Salisbury State University Policies and Procedures
for Travel and Miscellaneous Reimbursements.
9. Account Code(s) to be charged.
10. Name of Budget
Administrator responsible for Account Code(s) listed. Must have name
of Budget Administrator for each account code listed.
11. Budget Administrator Signature and Date. Must have signature of Budget
Administrator for each account code listed.
12. Signature and Date of Dean or Director if required.
12. Signature and date of Contractor/Vendor.
13. Signature and Date of Procurement Officer.
UPON COMPLETION OF THE FORM AND SIGNING BY THE BUDGET ADMINISTRATOR(S) AND
DEAN/DIRECTOR SUBMIT THE FORM TO THE PROCUREMENT OFFICE, HOLLOWAY HALL
ROOM 222.
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