Requisitions

Definition

A requisition is a form issued by a department and submitted to Purchasing. It is a request for the acquisition of goods or services.

A requisition is required if the needed goods or services total more than $2500. (Exceptions to this are listed in Acquisition Options.) Requisitions for $2500 or less may be sent to Purchasing if the department chooses.

Mail the original to 1220 Purchasing. Only one copy is needed. Staple attachments to the back of the requisition. -OR-
Fax requisitions and attachments to Purchasing at (309) 438-5555. Do not send a confirming copy of a faxed requisition. This may lead to duplication of your order.
Submit a requisition electronically using the Datatel Financial System. Training is required before authorization is given to do this. Call Shirley Murphy at (309) 438-7613 if you would like to be trained. Back up for the requisition may be mailed or faxed. Be sure to write the requisition number on the back up.

Preferred vendor(s) with their address, fax, and phone numbers. Electronic requisitions should put multiple vendors in the Printed Comments field.
A complete description of what is needed, the quantity needed, and the estimated unit price
Mail code and name of department. Electronic requisitioners may use the Printed Comments field for this, or it may be included in your assigned Ship To address.
The account number that will pay for the goods or services
A delivery address for Central Receiving that consists of a building and room number. Most packages will be delivered to Central Receiving, who will then deliver them to the departments. Electronic requisitioners should have a two digit code assigned to them that can be entered in the Ship To field, or this information may be typed in the Printed Comments field.
The name and phone number of the department contact for the order. Electronic requisitioners may use the Printed Comments field for this, or it may be included in your assigned Ship To address.
The fiscal agent’s signature. Please type the fiscal agent’s name beside or below the signature, since they can be difficult to read. Fiscal agents may also approve electronically.

When two or more account numbers will be used to pay for a single requisition:

List the account numbers and amount to be paid by each in the body of the requisition below the description of the item(s).
The fiscal agent for each of the accounts listed must sign the requisition.
Do not type in an account number at the bottom of the requisition where you normally would.

State clearly that it is a request for a blanket purchase order to be issued to a vendor.
In cases where the bidding process is required or desired, list specific items to be bid upon. Also, list recommended vendors with their address, phone, and fax numbers.
Give a "not to exceed" dollar amount. This should be a reasonable estimate of what your department will spend in the current fiscal year with this vendor for the indicated items