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.
- 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.
- 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:
- 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?