Processing of Requisitions

To establish clear procedures for initiating, authorizing, and processing purchase requisitions for goods and services.

Scope

This procedure applies to all employees of Wayne County Community College District who are authorized to initiate, approve, and process requisitions.

Responsibility

• Requisition Initiator: Responsible for providing all relevant information about the items or services being procured.
• Budget Heads: Ensure budget availability for all issued requisitions.
• Purchasing Department: Processes the requisition and acquires goods and services according to the specifications provided.

Requisitions must be processed through the Automated Finance System (BANNER).

Requisition Requirements

Requisitions submitted by District employees must include the following information:

• Date
• Department
• Account Number
• Delivery Information (campus, building, room number, delivery date)
• Departmental Justification
• Preferred Supplier/Vendor Name (with address and phone number)
• Initiator's Telephone Number
• Initiated By (name and date)
• Quantity
• Unit of Measure (e.g., Ea., Dz., Roll)
• Item Description (including brand name, manufacturer, part number, etc.)
• Unit Cost
• Total Cost
• Special Conditions (if applicable, such as safety concerns)

The system will assign a requisition number, which the requestor should record for reference.

Note: Only commercial items, supplies, and furniture may be ordered. Luxury items (e.g., leather goods, high-end furniture) are discouraged.

Urgent Purchases

For urgent requests requiring special handling, the requestor may call the requisition number to the Purchasing Department for expedited processing.

Processing Steps

1. Verification: Requestors must verify requisitions, ensuring all budget approvals and accounting codes are included. The BANNER system provides the necessary approval routing.

2. Quote Submission: Requestors may fax or mail quotes to Purchasing, along with specification sheets or catalog pictures, if applicable. All quotes are time-sensitive.

3. Automated Approval: Requisitions will be processed through the automated approval system and forwarded to Purchasing.

4. Processing by Purchasing: The Purchasing Department will receive and process the requisition.

5. Competitive Solicitation: The responsible Buyer will select a method for competitive solicitation in compliance with District provisions.

6. Issuance of Purchase Order: A Purchase Order will be issued to the vendor by the Purchasing Department.