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Policies & Procedures

Policy 5210 - Preparing a Requisition

Revision Date: 11/2002

Responsible Office: Purchasing Officer


Requisitions must be submitted with print size at least equivalent to Times Roman 10 pt or Type 10 pitch. Submit the original and a copy to Purchasing and retain another copy for your department files.

SEE EXHIBIT II

  1. DATE: Enter date the requisition is typed.
  2. DEPARTMENT CHARGE CODE: Enter complete ten (10) digit expenditure code. (plus grant code if applicable)
  3. DEPARTMENT: Enter originating department.
  4. CONTACT PERSON:

    Enter name of person with knowledge of the requisition information

  5. PHONE: Phone number of contact person.
  6. VENDOR OR PAYEE: Name and address of the vendor or payee that is to receive the check.
  7. ITEM NUMBER:

    Number items in sequence. DOUBLE SPACE BETWEEN EACH, using second sheet if necessary.

  8. INVOICE DATE - INVOICE NUMBER - ITEMIZED AS INVOICED:

    List this information on all Direct Charges. Requisitions must contain each item of the invoice that is to be paid.

  9. COMPLETE SPECIFICATIONS:

    Check to Accompany Order; List sufficient information so vendor will be able to identify items, such as a catalog number, part number, model, etc.

    Request for Bids or Quotes; Name the item first, then give DETAILED specifications. If a brand name is used, the statement "Brand Name" or equal must be added. Details are important, but state only what is necessary to insure the purchase of the quality of merchandise that is desired. The vendor must know what is expected and wanted.

  10. QUANTITY:

    State quantity to be ordered or that has been ordered. The unit of the item must also be specified such as 1 each, 1 pkg., 1 case, etc.

  11. UNIT PRICE AND AMOUNT:

    Complete these columns on Direct Charges and Check to Accompany Orders. Please leave this blank on Request for Bids or Quotation.

  12. APPROVED BY AND REQUESTED BY:

    Signatures are required according to each department’s regulations. Some accounts require additional approval, such as University Research. All requisitions must be approved before submitting to Purchasing. Stamped signatures are not acceptable.

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