I. PurposeThe purpose of this policy is to define what details are required on a requisition for submittal. II. ProcedureDO NOT USE MORE THAN ONE REQUISITION PER VENDOR. If more room is needed, please attach a sheet of paper and note requisition number on top. - Full account number on the requisition is required.
- For Example: 860760 does not have any sub-accounts and therefore should be written as 860760.00
- 860620 is sub-accounted and which sub-account will be used needs to be noted as 860620.01 or 860620.02, etc.
- Call Accounting at extension 3467 if unsure of sub-account information.
- If a Department Chair, Dean or Vice President has given approval to use their account number; their signature is required before sending the requisition to the Purchasing Department.
- Use full first names such as John Doe, no J. Doe.
- If you receive written quotes, please attach them to the requisition.
- For Orders: up to $19,999 should have 3 or more written quotes attached (it is your
responsibility to be able to show justification of vendor and reasonableness of price) - $20,000 & up must be advertised in the Contract Reporter (Call Soteris Tzitzis, extension 3257)
- A separate line is needed for Shipping/Handling/Freight charges per OSC Guide to Financial Operations Chapter XII, Section 5.E.1. Ask the vendor to include an approximate amount for charges in the quote.
- Call the Purchasing Department at extension 3438 if additional quotes from vendors are needed.
- Under suggested vendor, type as much information as you can, such as: vendor name, address (including zip code), telephone number, fax number (this is required), and Vendor ID number.
- Any attachments should be filled out completely. (For example, order forms that go with requisitions, memberships, etc.)
- For “dotcom” vendors, full addresses are required which include city, state, and zip code. Also, please include telephone and fax numbers.
- If you’re using a new vendor, a completed Substitute W-9 form for federal I.D. number verification is required. (This is NOT a tax exempt number, but a nine digit federal I.D. number).
- The form can be found on the Purchasing Website at http://www.fredonia.edu/admin/purchasing/purchasingforvendors/SubstituteW9Info.asp
- If it is a person, such as for a reimbursement, for Faculty/Staff we need his/her Employee ID number. Type the N number in the body of the requisition.
III. Documentation Required for PaymentWe prefer typed requisition. However, if it cannot be typed, please print LEGIBLY so we can read all information. |