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Requisition Procedures
Properly completing a Requisition Form is an important step in efficiently securing your order; missing information could delay the processing of your requisition. To assist you in completing the form, please review the following information:
- Vendor name of the firm where the item was last purchased or where item is currently available (if you know). Address, telephone number and fax number are helpful.
- Deliver to Room -- the room number you wish your material delivered to
- Dept: the department you work in
- Campus: the campus you want it delivered to
- Date Requisitioned: the date you complete the requisition
- Initiated by: your name
- Local Phone: your Douglas College telephone local
- Date Required: the actual date you require the material
- Date Authorized: the date your signing authority authorizes the expenditure
- Authorized by: signature of your signing authority
- Cost Centre Code: the account number the expenditure is to be charged to
- Quantity: the number you require. Please use "units" or "each" NOT boxes, cartons etc.
- U/M: the unit of measure i.e. boxes, cartons etc.
- Catalogue Number: vendor's catalogue number or stock number
- Description: should include (if possible)
- brand name
- model or type
- specifications (size, colour etc.)
- provide notation if the material is to match existing
- attach brochures/price quotations if available
- PST Exempt: completed by purchasing personnel
- Unit Cost: completed by purchasing personnel
- Total Cost: completed by purchasing personnel
- Confirmation: in the event purchasing personnel has given you a purchase order number prior to you completing the paperwork, you would mark YES. If no purchase order number has been given you would mark NO.
- Special Instructions: any special requirement or action needed
Purchase requisition distribution:
Pink - retained by initiator
Yellow - retained by signing authority
White - retained in the Purchasing Department's files
Requisitions for all computer-related items (hardware, software etc.) must be approved by the Director, Centre for Educational and Information Technology, or a designate. Purchasing will not process these requisitions without the required approval.
Requisitions for audio/video equipment must be approved by the Director, Centre for Educational and Information Technology, or a designate. Purchasing will not process these requisitions without the required approval.
To review the status of a purchase requisition, telephone any Purchasing staff member, quote the requisition number and you will be provided with the current information about your requisition.
