Purchase Requisition Form Help

To request information on the type of product you need to include on your purchase requisition, you will first need to identify the type of product/service (or commodity) you need and contact the buyer assigned to that commodity. You can also find this on Identify Commodity Buyer.

*PDF version is also available here: Identifying Buyer Commodity.

You can find the Buyer’s e-mail information on the Contact Us page to send an email with your request (see sample e-mails). Please make sure to add as many details as possible.

Faculty Inquiry

Buyer Response

Once pricing is received from the buyer, you can start the Purchase Requisition Form. The Form and walk-through instructions can be found below. After this, please read on for additional approvals on specific commodities. To view the entire workflow and what follows, see the More Info tab.

The approval section of the Purchase Requisition Form is to be used to obtain required signature approvals. Please completely fill-out the form, print/save for your records and then forward through the approval process. See image below.

Purchase Requisition Form

1. Requestor
2. Department Head/ Administrator
3. Vice President
4. Fiscal Services

* Additional approvals required

* Computer Hardware / Software

When purchasing computer related hardware and software, there may be compatibility issues and site-licensing fees in addition to the cost of the software. The Requestor must forward and have the requisition reviewed/approved by the MIS Department prior to P.O. processing. Please forward your requisition to Peterson_steve@smc.edu.

* Multi-Functional Devices, Networked Copier / Fax / Scanner

When purchasing Multifunction devices, copiers/fax/scanners, the Requisition must be forwarded by the Requestor for review/approval by the Media /Graphics Center prior to P.O. processing. Please contact Al DeSalles, Media & Reprographic Services Manager, via email at: desalles_albert@smc.edu.

*¹ Major Furnishings and Workstations

When purchasing ¹Major Assets, the Requisition must be forwarded by the Requestor for review and approval by the Maintenance Department to ensure:

• That the existing facility space can accommodate the request
• That the proper electrical utilities are in place
• That staff are budgeted, scheduled and available for installation activities if required
• That the item is inventoried and tagged.

Email your requisition to Devin Starnes, Interim Director of Facilities Management at starnes_devin@smc.edu.

¹Major Assets include any workstations and/or furnishings that require electrical utilities, or are of a size or quantity that will require installation and/or require maintenance staff to have items moved and/or put in place.

The Fiscal Services staff will forward the Requisition to the Purchasing Department for processing once they have verified the account information.

Transaction Levels

See Procurement Transaction Levels & Authority Grids page, as well as the Approval Section of the Purchase Requisition Form above.

Procurement Transaction Levels & Authority Grids

Approvals

Purchase Requisitions must be approved prior to the issuance of any Purchase Order. Following the approval process, the assigned Commodity Buyer will review the purchase requisition details, source, request for quotes (RFQ), obtain Board of Trustees (BOT) approval if necessary, create a Purchase Order to the selected supplier, and place the order.

Internal Process

Purchase Requisitions will be processed internally as follows:

1. Department identifies need for goods / services
2. Department prepares Requisition
3. Department Head approval
4. Submitted to Fiscal Services for Account Number and Signature Approval
5. Director Purchasing Approval
6. Purchasing Issue PO to Supplier / Requesting Dept. / Fiscal Services
7. Supplier provides the Goods / Services to SMC
8. Invoice Received by Fiscal Services
9. All Requirements Met for Payment

If you have any questions or require assistance, please visit our Contact Us page or call us at 310-434-4304.