Requisitions

Requisition: The Guilford College Requisition is a request for the commitment of funds for goods or services.

  • The requisition is a two part, pre numbered form that must be submitted to the Purchasing Department for processing. All requests must be signed and approved by department requisitioner, administrative head with sign off authority and CFO (when applicable), prior to order placement. (See Level of Authority).

  • An approved requisition is not a valid commitment of funds until it is assigned a Purchase Order Number. Only the Purchasing Department may assign and issue purchase orders. Only those requests submitted and issued assigned Purchase Order Numbers will be honored for payment by the College. Anyone committing funds without prior approval and an assigned Purchase Order Number may be held personally liable.

  • The requisitioner will complete the form and obtain the necessary approvals. (See Requisition Form for instructions.) The completed form may be faxed, or the original requisition mailed or hand delivered, to the Purchasing Department for processing. The requisitioner should retain a copy for their files. (Fax: 316-2947 Purchasing Department located at New Garden Hall, Lower Level.

  • Use a separate requisition for each vendor. Requisitioner may indicate a suggested vendor.

  • The Purchasing Department will review each requisition to assure that the best overall value is being obtained. Vendor may be changed by the Purchasing Department if a contract is in place that would cover the product category, if the suggested vendor is not pre approved, or if the product is available at a cost/value savings.

  • The requisitioner must provide any available quotes, draft of contract proposals, agreements, or proposal lease paperwork to the Purchasing Department for evaluation and invoice verification.

  • Requisitions should be submitted as far in advance as possible (there is a minimum of two days turn time upon Purchasing Department receipt of a standard order item). Products requiring additional research may take longer. Contact the Purchasing Department for order status information (ext. 2349).

  • Processing of a rush order must be proceeded with a telephone call. Requisitions for rush orders should be faxed or hand delivered to the Purchasing Department with a needed delivery receipt date.

  • Requests for any computer hardware and/or software must be approved and signed off by the IT&S Department Head. Such requisitions received by the Purchasing Department that have not been pre-approved will be forwarded to IT&S for its approval.

  • Capital equipment, leases, and contract requests must have approval from the office of the Chief Financial Officer (see Level of Authority).

  • Purchasing will date stamp requisitions upon receipt.

  • Requisitions that are incomplete, have a lack of information/detail, and/or exceeds budgets will be returned to the requisitioner without action.