The Purchase Requisition

Description and Use
The Purchase Requisition is the vehicle of acquisition for materials and/or services created by a requester for purchases exceeding the $2,000 Pcard limits. It is an electronic document, which requires accurate accounting information for the commitment, a description of material and/or service, quantity and date required, estimation of cost, and an authorized signature. In order to purchase goods or services, departments must submit a properly completed and approved Purchase Requisition to the Purchasing Department.

Availability: To request access to the electronic workflow requisition process go to workflow.temple.edu. In the left column click on the link called License Request.  Requests MUST include the cost center number and the employee's name (as it appears in the HR file).  Please indicate if this person is a requester, an approver, or both.  Approvers must have signature authorization and must be listed on the University's FMS signature authority file.  If the person who requires a license is replacing a previous workflow user within the same department, the old license can be transferred to the new employee at no cost.
All new workflow users are required to attend a seminar called 'Getting Hands On With Workflow.'  Please see the information at the bottom of the Request for Workflow Account
application with regard to this training.

Completing the Purchase Requisition
Read the instructions on the requisition. Provide all required information. The following list details the required fields (noted in RED on the form):

Note: You may enter a Vendor Name (it is not required), but keep in mind the Purchasing Department will make the final determination as to which Vendor receives the award.

Routing
The requestor will assign approver(s) to the form.  The form will route electronically in numerical order of approvers.  Once the final approver has approved and sent the requisition it will route to the Purchasing Department. A buyer will then be assigned to the requisition for processing.  The request is uploaded to the FMS system once buyer assigned.  A requisition appears as 'completed' in Ultimus once this upload to FMS occurs.
 
Sole Source Suppliers
When an item is available from only one source, an order may be placed without competitive bids if a firm price can be established. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder. The following are examples of circumstances which could necessitate sole source procurement:

1. The compatibility of equipment, accessories or replacement parts is the paramount consideration.
2. The sole supplier's item is needed for trial use of testing.
3. The sole supplier's item is to be procured for resale.
4. Public utility services are to be procured.
5. Specific items are called for on a grant or contract.

If a particular item from a specific supplier is required, the requesting department must attach a Sole Source Justification Form to the Purchase Requisition form.

Special Review and Approval
There are some requisitions that require special review and approvals prior to being processed by the Purchasing Department. These requisitions will be sent to the appropriate offices listed below for technical review and approval.

• Creative Services (formerly Publications) - requisitions for publications, brochures, or literature related to the image of the University or recruitment, in addition to printed materials that require creative services and/or production (not including scholastic information), must first be submitted to:                                                         Office of Creative Services
  Room 602
  University Services Building
  Phone: 1-1367

• Computer Hardware - requisitions for computer hardware are processed through:
  Office of Computer Services
  401C University Services Building
  Phone: 1-5000
  
  

• Sponsored Projects and Grant Accounts
  Grants and Contracts - requisitions for grant centers beginning with 24, 26, 27, 29, 3x, 4x, 55 (externally funded grants and contracts) must first be approved by the Office of Cost Analysis and Compliance (Main Campus) or Sponsored Projects (Health Sciences Campus). If you are working with a grant or contract and have questions concerning the approval of your requisition, you may access further information by clicking here.
  

   

  Requisitions for grant centers beginning with 21 and 23 (Gifts, Restricted), or 90 (Agency Centers) must first be approved by General Accounting.
  

  Requisitions for centers beginning with 8x (Plant Fund) must first be requested by the Office of Facilities Management.

   

  OVP Research Accounts - requisitions for centers beginning with 14, 15, 16, 17 (Royalty Accounts) and ending in 501 and above must first be approved by Elaine Willis-Stemley, in the Office of the Vice President for Research. Purchases of $1,000 or less do not require this approval with the exception of "16" grant accounts.
  
  Capital Expenditures - See Board of Trustee Policy; 04.32.01
  

• Radioactive Materials and Hazardous Chemicals -requests are processed through:
  Environmental Health and Safety
  Room B49, Pharmacy Building
  Phone: 2-4927                                                                                             NOT ACCEPTING ELECTRONIC REQUISITIONS AT THIS TIME