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    Purchase Requisition Form (Appendix A) : Accounting Services Guide Purchase Requisitions

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    Mahmoud Khalifa
    A purchase requisition is a request to the purchasing department to procure supplies or services. It includes information like the item description, quantity needed, account to charge, and required signatures. Purchase requisitions must be completed for purchases over $1,000 and include competitive quotes. The process ensures purchases are properly approved and accounted for before being issued as a purchase order to suppliers. Exceptions include travel expenses, utilities, and emergency health and safety purchases.

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    Purchase Requisition Form (Appendix A) : Accounting Services Guide Purchase Requisitions

    Uploaded by

    Mahmoud Khalifa
    75 views5 pages
    A purchase requisition is a request to the purchasing department to procure supplies or services. It includes information like the item description, quantity needed, account to charge, and required signatures. Purchase requisitions must be completed for purchases over $1,000 and include competitive quotes. The process ensures purchases are properly approved and accounted for before being issued as a purchase order to suppliers. Exceptions include travel expenses, utilities, and emergency health and safety purchases.

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    3.1-acctg-services-guide-purchase-requisitions

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    A purchase requisition is a request to the purchasing department to procure supplies or services. It includes information like the item description, quantity needed, account to charge, and required signatures. Purchase requisitions must be completed for purchases over $1,000 and include competitive quotes. The process ensures purchases are properly approved and accounted for before being issued as a purchase order to suppliers. Exceptions include travel expenses, utilities, and emergency health and safety purchases.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    75 views5 pages

    Purchase Requisition Form (Appendix A) : Accounting Services Guide Purchase Requisitions

    Uploaded by

    Mahmoud Khalifa
    A purchase requisition is a request to the purchasing department to procure supplies or services. It includes information like the item description, quantity needed, account to charge, and required signatures. Purchase requisitions must be completed for purchases over $1,000 and include competitive quotes. The process ensures purchases are properly approved and accounted for before being issued as a purchase order to suppliers. Exceptions include travel expenses, utilities, and emergency health and safety purchases.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 5

    Accounting Services Guide

    Purchase Requisitions

    A purchase requisition is a request or instruction to Purchasing Services to procure a certain


    quantity of a material or a service so that it is available at a certain point in time. Purchase
    requisitions generally include information on the department requesting materials, the exact
    number of supplies requested, a general description of those supplies, the legal name of the
    supplier and the expected price of the purchase. It is an internal document which, if approved,
    will be incorporated into a purchase order submitted to the supplier.

    Purchase requisition form (Appendix A)


    The following information is required when completing a purchase requisition.

     Date Ordered: This field is useful in case procurement is asked to track the progress of
    the purchase.
     Date required: If your purchase must fit into a certain time frame, use this field to
    inform Purchasing Services. Everything will be done to expedite any purchase within a
    reasonable span of dates. Please use the following as a guide:
    o Regular purchases - Completed purchase requisitions will be processed within a
    timely manner with consideration towards time constraints, product availability
    etc. Purchasing Services goal is to process requests within 7-9 working days of
    receipt
    o Rush - A purchase requisition to meet an unplanned urgent need, but is not
    health & safety related, nor executive requested. Every effort will be made to
    process urgent purchase requests within 2 working days of submission.
     Department Account No.: You must provide the four (4) digit department code and (5)
    digit account code to which the purchase is to be charged.
     Deliver to: The name, department, extension, building, room fields must be completed
    in order to ensure proper delivery.
     Recommended supplier: You may fill this field out if you are sure of the supplier (Note:
    Purchasing Services have final say over suppliers selected). If unsure, Purchasing
    Services will choose the supplier.
     Director/Supervisor/manager signature: All requisitions must be signed on behalf of
    the department or account to be charged by an authorized signatory, as evidenced by
    the list maintained by Financial Services.
     Budget Control Approval: The authorized signatory is responsible for ensuring that
    sufficient funds are in place before requesting that a purchase is made.

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    Accounting Services Guide
    Purchase Requisitions

     Items section: If you know exactly which items you would like to purchase, provide the
    full item code, full name of item, and quantity desired. Otherwise, please give a detailed
    description of the type of item you would like to purchase. The unit of measure should
    be included if the item is not sold in a set quantity. The unit price field does not need to
    be completed. If you have received a quote, attach the quote or enter the unit price
    with the name of the person who gave you the quote (or if received online).
     Additional Information/Specifications: Use this section to provide any additional
    commentary to support your purchase and ensure that your requirements are clear.

    Incomplete purchase requisitions are often the primary cause for unnecessary delays in the
    buying process. Beyond detailing what is being bought and for how much, other aspects must
    be addressed such as which department is paying for the purchase and what business
    objectives are accomplished by making the purchase (in cases where a significant buy is being
    proposed). Addressing these issues in the requisition commentary equips decision makers to
    act and reduces the amount of follow-up inquiry that can add time to the buying process.

    A purchase requisition is required for:


    Purchases of $1,000 - $2,000
     A purchase requisition is required along with a minimum of two (2) verbal quotes
    complete with notes (if applicable). If solicited by the Requisitioner, these are to be
    forwarded to Purchasing, who will decide whether or not to pursue further
    competitive tendering, in consultation with the requisitioning department.
    Purchases of $2,001 - $5,000
     A purchase requisition is required along with a minimum of three (3) competitive
    quotes (if available), either verbal (complete with names on same), or written if
    solicited by the Requisitioner. Purchasing Services will decide whether or not to
    pursue further competitive tendering, in consultation with the requisitioning
    department.
    Purchases over $5,000
     Detailed procedures and approval requirements for any purchases over $5,000 can
    be found in the University’s Purchase Policy Procedures. Please review the
    procedures prior to committing to any purchases.
     Any questions should be directed to the Director of Purchasing.

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    Accounting Services Guide
    Purchase Requisitions

    Purchases of Capital Expenditures


     Capital Expenditures are purchases of furnishings/equipment and renovations
    projects exceeding $5,000, where the economic life of the purchase is in excess of
    one(1) year.
     A Capital Expenditure Form must be completed prior to requisitioning, in compliance
    with the Capital Expenditures/Leases/Services Contracts Policy.
    Purchases using research grant funding
     Purchase requisitions for purchases using research grant funding must follow all
    normal purchasing procedures and be reviewed by the research office. The AVP
    Research (or designate) must sign as one of the authorized signatures.

    A purchase requisition is not required for:


     Material for resale
     Travel, entertainment, honoraria, stipends, subscriptions, memberships
     Professional and pre-approved services including, but not limited to audit, architectural
    (structural, mechanical and electrical), legal, banking, investment management and
    acquisition of real estate
     Utilities (i.e.: heat, power, telephones, cable, cellular phone & internet service)
     Major construction contracts, where project or construction management consultants
    are engaged
     Other exceptions where documented and authorized by the VP Finance &
    Administration
     Purchases specifically approved by the Board of Regents.

    Emergency purchases
    A purchase that is health/safety related and/or executive dictated will be handled by
    Purchasing Services immediately upon submission. In these circumstances normal paperwork
    can be completed after the purchase has been confirmed.

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    Purchase Requisitions

    Further guidance
    All purchases must adhere to the Universities Purchasing Policy and Procedures.

    The University’s Purchasing Policy can be found on our website at:

    https://www.uwinnipeg.ca/institutional-analysis/docs/policies/purchasing-policy.pdf

    The University’s Purchasing Policy Procedures can be found on our website at:

    https://www.uwinnipeg.ca/institutional-analysis/docs/Procedures/purchasing-procedures.pdf

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    Accounting Services Guide
    Purchase Requisitions

    Appendix A

    Link: http://www.uwinnipeg.ca/financial-services/docs/purchase-req.xlsx

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