Business Manual - Material & Disbursement Services Section

PURCHASES FROM COMMERCIAL VENDORS USING PURCHASE REQUISITION

Material & Disbursement Services (MSD)

Procedure 6

Effective Date: 03/01/1998

Last Modified Date: 11/21/2003

Procedure Description

All purchases of goods or services from commercial vendors, with the exception of those that qualify under the Small Order Procedure (see MSD Policy 9, Small Order Policy), must be requested on a Purchase Requisition or must be entered as an on-line requisition (see MSD Procedure 5, Purchases from Commercial Vendors Using Electronic Requisitioning).

Procedure Steps

All purchases from commercial vendors must be made in accordance with the policies and procedures in this Manual.

Complete a Purchase Requisition, following the instructions on the back of the form. Be sure to include the requested information in the following numbered blocks:
- Block 2. If grant or contract funds are used, give expiration date.
- Block 3. Requesting department's name and number.
- Block 4. Name and telephone number of the person to be contacted for further information.
- Block 5. Date by which material is needed. Do not type "ASAP."
- Block 6. Date Purchase Requisition is typed.
- Block 8. Vendor's name and address, if known. (This space may be left blank if competive bidding will determine the vendor.)
- Block 9. The name of the person to whom file copies of this form should be returned, as well as the requesting department's name and address.
- Block 10. Department name, building, and room number to which items should be delivered.
- Block 15. Thorough description of items desired, including quantities (block 14) and prices (blocks 16 and 17).
Remove and retain the yellow department file copy from the requisition.
Send the remaining copies of the form with the carbon intact to Purchasing Services, CB #1100.
Purchasing will complete the appropriate bid process.
Purchasing will issue a Purchase Order to the vendor based on the information submitted on your Purchase Requisition. A copy of the PO will be sent for your departmental files, along with the blue copy of the original Requisition. Once the PO has been issued, any changes must be requested through Purchasing, not by direct contact with the vendor.
A Receiving Report is also prepared if the items are to be delivered directly to the campus department. Once goods are received, send the completed Receiving Report to Disbursement Services. It will be held there until an invoice is received, either from the department or from the vendor. Therefore, if the invoice is sent directly to the department, be sure to forward it to Disbursement.

Additional Information

See also:

MSD Policy 15, Purchases from Commercial Vendors

MSD Procedure 7, Receiving Purchased Items

MSD Appendix 1, Purchase Requisition (Instructions Only)

APY Procedure 2, Receiving Reports