Requisition
Processing Procedures
The guidelines aim to ensure transparency and compliance with procurement regulations, prevent the splitting of orders to circumvent bidding thresholds, and provide a clear process for handling requisitions with insufficient information. Departments are encouraged to plan their requisitions carefully to align with these guidelines.
Insufficient Information: When a requisition is submitted with insufficient information to process, the Procurement and Contracts staff will reach out to the requestor of the end-user's department for additional details. They have a deadline of 90 days to correct and provide sufficient information for the request.
Cancellation of Requisition: If the department fails to provide the necessary supporting documentation or is nonresponsive, the requisition will be closed. The end-user may submit a new requisition with the required documentation.
Adherence to Policies and Procedures: The Procurement and Contracts department is required to adhere to University's policies and procedures. The Buyer responsible will review to ensure compliance with the policy.
Threshold for Bidding: The bidding process depends on the total dollar amount of the request. Orders for goods/services cannot be split to avoid bidding thresholds. For example, if requisitions from the same department are submitted, and the additional requisition(s) raises the cumulative total over $50,000, Procurement and Contracts may go out to bid regardless of total requisition(s) cost.
Service Projects: Service projects cannot be split over several months to avoid the bid process. For example, if a department anticipates spending more than $50,000 on a particular service over the course of a year (even if it's spread out over several months), Procurement and Contracts may go out to bid regardless of total requisition(s) cost.
Required Line Items Information
Items listed in the requisition should include item identification and quantity details. Requisitions should be thoroughly reviewed to ensure that the process is not delayed. Incorporating these practices will help streamline the procurement process and reduce the likelihood of misunderstandings or errors, ultimately leading to more efficient procurement and contract management.
Item Identification: Provide specific details such as functions, sizes, colors, item numbers, model numbers, and any other relevant information that accurately describes the item.
Quantity Details: Provide the quantity of each item accurately. This could include indicating the number of items in carton packages or any other packaging details relevant to the order.
Responsibility: The responsibility for providing clear and detailed information rests with the end-user submitting the requisition. This helps the Procurement and Contracts department process requests efficiently.
Shipping/Order Status
- Shipment Status: The first point of contact should be the Receiving Department, once the vendor’s anticipated delivery date has been reached.
- Delayed Shipment: If the Receiving Department indicates that a shipment has not arrived by its scheduled delivery date, then the next step is to contact Procurement and Contracts. Procurement and Contracts from this department will work with the vendor to resolve any delivery delays.
- Checking Shipment Items: Upon receipt of a shipment, it's important to check the items right away. This helps identify any delivery issues promptly.
Returns/Replacements/Exchange
- Coordination for Returns, Replacements, or Exchanges: If a return, replacement, or exchange is required for any of the items received, it's essential to contact Procurement and Contracts. They will coordinate the necessary transactions to resolve the issues, including working with the vendor, Receiving Department, Property Department, and the Accounts Payable Department.
- Collaborative Approach: Procurement and Contracts will work collaboratively with various departments to ensure that returns are shipped correctly, credits are processed, and replacements are delivered appropriately.