Purchase Requisition Attachments Checklist

Attaching all of the required documents and forms with your requisition can help your request be processed in a timely manner.

Core Details

• Clear and concise requirements
  • Services: Statement of Work (SOW)
  • Materials: Detailed Product List
    • Describe requirements in detail
    • Can submit Excel sheet if needed
• Supplier quotes and contact information
  • Up to $25,000: One quote required.
  • Between $25,000 and $100,000: Minimum of one quote required. Contact information for up to three suppliers optional.
  • Greater than $100,000: Include contact information for any recommended suppliers.
• Invoices for scheduled purchases
  • Incremental billing under multi-year agreement
  • Software (annual renewals) or multiyear contract
• Contracts for review and signature. Attach the contract in Word format if available.

Special Cases

• Capital Equipment Trade-ins: Policy 602.2
• Data Protection Checklist: If purchasing software services or IT/Medical /scientific equipment
• Hazardous Materials:
  • See Environment, Health and Safety (EHS) guidelines for Placing Orders for Radioactive Materials
  • Contractor Guidelines for Hazardous and Universal Wastes
  • Check EHS or specific research sites for guidelines for other materials
• International Shipping: Consignment Documentation
• HIPAA Business Associate Agreement (BAA): When protected health information will be disclosed to vendor (any purchase amount).
• Non-disclosure (NDA) or Confidentiality (CDA): Vendor and department or purchasing services decide whether this is required.

Exceptions From Standard Process

• Waiver of Competition: required to explain why only one vendor or brand is considered capable of fulfilling requirement (greater than $25,000 only).
  • 1232.1.1f – Customer Request for a Brand/Vendor-Specific Waiver of Competition
  • Form covers Brand Specific (item is only available from one manufacturer) and Sole Source (item only available from one vendor).
• Unauthorized Commitments: contracting for goods or services greater than $5,000 without requisitioning through purchasing services is considered a misuse of funds regardless of the funding source. See Policy 1227 – Unauthorized Purchases for details and exceptions. When requesting a Purchase Order after an item or service has been purchased you must submit:
  • Invoice
  • Unauthorized commitment letter. Letter must explain:
  • Why weren’t proper procedures followed?
  • Why is it in the best interest of the state to pay the bill?
  • What mitigating steps are being implemented to prevent future occurrences?