REQUISITION PROCESSING

The purchase requisition authorizes the Purchasing Department to commit departmental funds for services, supplies and equipment. A purchase requisition should be initiated only if there are sufficient funds available to cover the cost of the item(s). A purchase requisition is used for all types of purchasing transactions except materials or services secured from Physical Facilities or other campus service departments. Orders to campus service departments should be placed in accordance with their procedures.

Information related to the cost of specific goods may be obtained from the appropriate buyer. These requests may be made by e-mail or phone.

NOTE: A purchase requisition is not a purchase order, and the purchase order number should not be used to commit University funds without first submitting a requisition. An approved purchase order must be in place PRIOR to committing University funds.

METHODS FOR SUBMITTING REQUISITIONS

1. The Electronic Requisition (REX): The preferred method is electronic requisition via UCSB's online purchasing system known as Requisition Express, or REX. Supporting documentation would then be faxed to Purchasing at x8639. In order to begin using REX, the person responsible for requisitioning departmental purchases must attend a training session and have appropriate access to the system. On-line access to REX is coordinated through IS&C (see below). Training sessions for use of REX can be scheduled through the Purchasing Department by calling x4073.

2. The Purchase Requisition paper form: The purchase requisition form (UP10B-8) can be purchased from the UCSB Central Storehouse. If the paper requisition form is used, it should be typed with the entire description of the purchase. Full instructions for completing this form are located on the back of the form. Send the original and all but department copies, with the carbons attached, to the Purchasing Department along with any supporting documentation (such as quotes).

Hints on filling out a requisition:

1. Materials ordered should be delivered directly to the department.

2. Describe items specifically and thoroughly. Include the quantity, unit of measure, name of article, size, grade, finish, etc. The description should match the vendor's quote exactly.

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ON-LINE ACCESS TO REX (REQUISITION EXPRESS) AND POTS (PURCHASE ORDER TRACKING SYSTEM)

REX (Requisition Express) is an on-line (mainframe) system that allows departments to initiate, view and update requisitions and low value purchase authorizations. POTS (Purchase Order Tracking System) is an on-line system used by Purchasing to process and track purchase orders. Limited access to view purchase orders is available for departments.

In order for your department to process on-line requisitions or low value purchase authorizations in REX, or view purchase orders in POTS, you must have access to COMPLETE and to ALLN01. Questions regarding these systems, and access to them, if not covered in the following paragraphs, should be referred to Terry Malosh in IS&C at x3521.

1. DSA (Department Security Administrator) Setup
   Your Department Chair/Director/Manager must appoint someone to administer security for campus core applications. The DSA for your department does not have to be in your department but can be in a related department or at a higher level in your organizational chain. The Department Chair/Director/Manager can complete the All in One Access Request Form by accessing the IS&C home page at:
   
   http://www.isc.ucsb.edu/osg/complete/complete-service-center.html
   
   The DSA will be notified when their account has been established.

2. Complete UserID/Password
   The same account/UserID and password that is used for all applications in the IS & C Complete service is used for REX access. If you do not have one your Department DSA can request one for you by completing the Complete Access Request Form at:
   
   http://www.isc.ucsb.edu/osg/complete/complete-service-center.html

3. Authorizing Access
   Once your Complete account/UserID have been established, your Department DSA authorizes your access to the REX or POTS application, using your department's standard procedure. You can be authorized to either browse, initiate (update), and/or approve (release) requisitions, to browse and/or update low value purchase authorizations, and to browse purchase orders, depending upon your needs. Your DSA will assign one or more of the following security groups to your account/UserID:
   

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TYPES OF PURCHASE ORDERS

The Purchasing Department determines what type of purchase order to issue and the method of procurement to use for goods and services based on the item requested, the type of funding used, and the dollar amount involved.

1. One-time Orders (SB)
   For a one-time purchase or for requisitions that specify specific line item dollar amounts, a one-time order (SB) will be placed. The requisition must show the department requesting the purchase, the proposed vendor, items to be purchased, including the number of units, unit cost, total amount, date needed, and budgetary designation(s) against which the charge is to be made. If a department is ordering parts, it is helpful to include the part or model number of the unit the part is to fit. If there are delivery and/or installation requirements (i.e. assembly, set-up, installation, etc.), this should also be noted. Include any flyers or printed information you may have. If departments do not know the exact cost, a "not-to-exceed" amount should be indicated on the Purchase Requisition. This amount may be based on information obtained by the department itself, or you may call one of the Purchasing Department buyers in advance for general pricing information. in advance for general pricing information.

2. Vendor Blanket Orders (VB)
   Purchase requisitions for specific needs over a period of time, such as recurring services, are referred to as vendor blanket orders. Vendor blanket orders for large dollar amounts ($50,000 or more) are subject to the same requirements as other high value purchase orders (formal competitive bidding, justification, etc.). If your department has regular needs for goods or services (more than 10-15 transactions per fiscal year with the same vendor), contact Purchasing and we will work with you to establish a Vendor Blanket Order.
   
   Completing a requisition for a vendor blanket (VB) order:

   1. Indicate the beginning and ending dates of the blanket order. An order usually is not issued for more than one year at a time unless it is covering the period of a grant (in which case it cannot exceed three years).

   2. If the blanket order is for equipment maintenance, indicate the type of equipment, its location, serial and property numbers.

   3. Include the name and telephone extension of a contact person.

   Indicate the total estimated dollar amount of the blanket order. The dollar amount of the blanket order must cover the full term of the order. If the order is a renewal, the previous year's usage may help determine the amount.

   Renewing a Vendor Blanket:

   1. Vendor blanket order renewals can be processed by requesting an extension via email to the Buyer listed on the original order. Purchasing will routinely renew a Vendor Blanket for two years. After two years, renewals may be requested via email to the appropriate buyer, but the buyer may decide that a new requisition is in order due to price changes or other appropriate reasoning.
      
      
   2. If the vendor is or remains a sole source, complete a Justification for Sole Source Purchase Questionnaire and send it to Purchasing. You will need to complete this form even if you completed this questionnaire when you originally established the vendor blanket.
      
      
   3. For cellular phone and pager Vendor Blankets, please note that the department does not need to notify Purchasing each time a phone or pager is added or deleted. The department is responsible for managing the vendor blanket once it's been established.

Rush Order:

The Purchasing Department recognizes that emergency needs do occur and that special requirements may prevent a department from providing the normal order lead-time. If a department submits a requisition for an item or service that must be ordered immediately, it is necessary to indicate "RUSH ORDER" on the requisition. The nature of the request for a rush must be justified in writing. Orders qualifying as a rush shall be placed with the vendor on the same day as received by the Purchasing Department.

Emergency Orders:

Under extraordinary circumstances, authority to make an emergency purchase may be granted. Under no circumstance should faculty or staff circumvent University purchasing procedures by ordering directly from a vendor without receiving an authorized purchase order number from the Purchasing Department. Under no circumstance is a requisition number or bid number to be given to a vendor as a purchase order number.

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USE OF BRAND NAMES

While brand names may simplify the preparation of requisitions for many purchases, brand names should be used for descriptive purposes only, and should be followed by the words "or equal" when more than one brand is acceptable.

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SOLE SOURCE JUSTIFICATION

A sole source justification is appropriate if no other vendor can provide the needed product or service. For purchases valued $50,000 or greater where a sole source is requested, a justification for sole source must be included with the requisition. Following are possible justifications for a sole source purchase:

1. Only a particular brand or "make" is compatible with existing equipment or inventory;
2. Only one source is known for a specialized item of equipment or material;
3. Only one contractor is capable of providing the required service.

A Justification of Sole Source Purchase Questionnaire (*pdf) must be submitted which outlines the specific reasons for the sole source request. The justification must include:

1. A clear statement of the unique performance factors of the product or vendor specified;
2. Why those unique factors are required;
3. What other products or vendors were evaluated;
4. The reason(s) for rejecting the other products or vendors.

As with other acquisitions, the Purchasing Department will determine that the University is paying a reasonable price, as defined in UC Business and Finance Bulletin BUS-43. (*pdf) Part I.

Important Note: Auditors pay close attention to justifications for sole source purchases. An unnecessary or poorly justified sole source purchase may result in negative findings and potential loss of funding.

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APPROVALS

1. An authorized departmental representative must approve all purchase requisitions. In the case where a purchase will be split funded between more than one department, the requisition must be separately approved by each department involved.

2. With multiple-page requisition forms, only the last page of the requisition should be signed.

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ADDITIONAL INFORMATION

For further information, consult:

1. The Purchasing Department for purchasing information.

2. The Accounting Office regarding budgets and accounts.
   

Purchase Goods & Services | Small Business Program | Removal Procedures | Hiring Temporary Personnel
Hints for Dealing with Vendors | Purchasing Agreements | Purchasing Policies & Procedure

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