Requisition Preparation
A purchase requisition is the initiating document required for the purchase of items and the engagement of service providers. Purchase requisitions transfer the authority to expend funds. This document is prepared electronically through the GW Enterprise Accounting System (EAS) financial system by authorized individuals within schools and departments. Depending on various elements and method of procurement, Procurement staff will convert the purchase requisition into a PO.
Typical components of a Requisition:
- Description of the requirement;
- Quantity of the item(s) to be procured;
- Delivery or performance requirements;
- Any recommended special packaging and marking requirements;
- Inspection and acceptance requirements;
- Recommended sources;
- Any recommended special contract administration requirements;
- Any recommended special provisions or clauses (e.g., options, university-furnished property, grant flow-through terms and conditions, contract template etc.);
- Any recommended price-related factors for award;
- Any recommended non-price evaluation factors for award (if any);
- Justifications and approvals for other than full and open competition (if needed);
- Acquisition plan (if required for federal funds);
- Determination that a pre-bid or pre-proposal conference is needed; and
- Independent cost estimate/acquisition plan (if required for federal funds).
Procurement will review and approve the requisition and complete the contracting process once all documentation is received. Please remember:
- Should major deficiencies or omissions be identified, the requisition shall be suspended and the school/department contacted to supply any missing information or to make the necessary corrections.
- Failure to provide the needed documentation within three business days may cause the requisition to be returned to your school/department for further processing.