Policies & Procedures


Section: PUR
Part: POL
Statement No.: 1.0
Date: 05/20/2013
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Purchasing Requisitions 

                 

 

1.       Definitions:

 

  1. Purchase requisition:   The document with which a department or person within General Administration requests the issuance of purchase order to authorize the purchase of a good or service.

 

  1. Check with order:  A purchase requisition requesting UNC-GA submit a check or payment along with the order. (i.e. some supply items, books, subscriptions, and software). The items are usually accompanied by the vendor's order quotation.

 

  1. Confirming requisition:  A purchase requisition that is prepared after the good or service is received by UNC-GA, applicable only to small purchases that are less than $5,000.

 

 

2.       Check with Order Requisition Policies:

 

  1. The Purchasing Office discourages the use of check with order requisitions.  Some purchase requisitions received by Purchasing are suitable for submission to Accounting for immediate payment without the necessity of typing a formal purchase order. In these rare cases, the generation of a purchase order would serve no useful purpose and is a redundant step in the procurement process. Therefore, the purchase requisition can be substituted for the purchase order on check with order requisitions.
  2. An original order form or other supporting document should be submitted to Purchasing along with the requisition to substantiate the prepayment for audit purposes.

 

3.       Confirming Requisition Policies:

 

  1. Confirming requisitions should be kept to a minimum and shall be used for purchases less than $5,000. 

 

  1. The appropriate division head for the area that received the good or service should approve all confirming requisitions.

 

  

4.       General Policies:

 

a.    The processing of the purchase requisition results in either the issuance of a purchase order or the issuance of a check.

 

b.    For purchases under $5,000.00 for items not on state contract, an invoice may be obtained at the time of purchase and returned to the department head authorizing the purchase. The invoice should be processed with a purchase requisition immediately upon receipt and no more than thirty (30) days following the delivery of the purchase.  Direct Payment Vouchers (DPVs) should not be used to process payments for these small purchases.  DPVs are reserved for limited circumstances, such as postage, honorariums, and memberships.

 

c.    Reimbursement for out-of-pocket expenses incurred by an employee should be submitted for payment to Purchasing on a purchase requisition and the invoice for the goods purchased should include the purchaser's name. This type of purchase is generally discouraged and is only for emergency situations.  Prior approval of the department head and the Purchasing office is required.

 

d.    All requests for materials and services from commercial vendors must be submitted on the UNC-GA purchase requisition form.

 

e.    The completed purchase requisition is submitted to the Purchasing Office. The requesting deparment should retain a duplicate copy as a record.

 

f.     The Accounting Office has the final responsibility for account classification coding purchases made by General Administration. However, the requisitioning department should indicate its proposed account number and object code for the purchase on the purchase requisition.  If there are any questions concerning appropriate fund source (See Spending Guidelines by Fund Source) or object codes (See ACT APP 1.3).

 

h.    All purchase requisitions require a department head approval. No individual can initiate and approve their own requisition. (i.e. a department head can approve their subordinate's requisition request, but must have their own requisition requests approved by their immediate supervisor.)

 

i.     The following should be requested on a DPV form instead of a requisition form:

 

·         Postage                                                                 

·         Honorariums and consultant fees 

·         Membership dues and fees                               

·         Returned checks and charge cards

·         Space rental                                         

·         Tuition and fees