2.2 Purchase Requisition

Policy Information

Purpose and Summary

This Policy outlines the requirements for the processing of a Requisition document (REQS) in UAccess Financials.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

1. Arizona BuyWays: The University of Arizona’s E-Procurement Solution, also referred to as Shop Catalogs.
2. Requisition (REQS): An eDoc within the University’s financial system that is utilized for initiating a Purchase Order for the purchase of goods or services before the purchase is made or the services are performed.

Policy

1. With limited exceptions, UAccess Financials must be used to create a purchase Requisition for ordering all supplies, equipment, and services costing in excess of $10,000 from off-campus vendors.

Procedures

1. Specifications must be concise but complete in detail without being proprietary to a single vendor.
2. Description information should be thorough and complete and should include the catalog or model number when available.
3. Do not use line-item description for messages or general comments; the Notes and Attachments field is intended for that purpose.
4. The Requisition creation and approval instructions can be found in the UAccess Financials Reference Guide and the Purchase Order Payments training.
5. Prior to submitting a Requisition for the purchase of an instrument or item of equipment, the requesting department should ascertain whether power requirements or other utilities are available. These requirements should be specified on the Requisition. Space requirements, floor landing, access by elevator, door openings, etc., should also be checked where applicable with Facilities Management.
6. The status of a Purchase Requisition can be determined by conducting a Document search in UAccess Financials.
7. Small Dollar Direct Purchases may be eligible for purchase via the PCard or Arizona BuyWays. Refer to FSM 9.01 Determining Purchasing Method.

Related Information

Arizona BuyWays
FSM 9.01 Determining Purchasing Method
FSM 9.10 General Expenditure Policy
Facilities Management
PCard Program
PUR 3.2 Small Dollar Expenditures 
Purchase Order Payments 
UAccess Financials Reference Guide

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.