POLICY:

To eliminate the need to type new requisitions Purchasing Services generates Continuing Order Requisitions (CORS) for all existing blanket, contract, open vendor, rental, lease, software licenses, Academic Support Service and maintenance orders (with appropriate order types, and beginning and ending dates). They are distributed five times a year (quarterly and at fiscal year end).

PROCEDURES:

1. ORDERING of QUARTERLY and FISCAL YEAR END CORS and summary reports is done five times per year by the requisition coordinator who e-mails Division of Information Technology (DoIT). Details on ordering CORS and summary report dates follow (also refer to requisition processing manual):

• QUARTERLY CORS are requested one month before the beginning date listed below
• FISCAL YEAR END CORS are ordered around the end of March. These CORS are sent to departments earlier than the quarterly CORS so orders can be processed as close to July 1st as possible.
• REPORT DATES:

1st Quarter - 07/01/XX - 09/30/XX

2nd Quarter - 10/01/XX - 12/31/XX

3rd Quarter - 01/01/XX - 03/31/XX

4th Quarter - 04/01/XX - 06/29/XX (NOTE THIS DATE)

"FISCAL YEAR END CORS" - 06/30/XX - 06/30/XX (NOTE: PRESENT YEAR

FOR BOTH DATES, e.g., 06/30/95 - 06/30/95)

• When CORS are ready for printing, DoIT e-mails notice to the requisition coordinator that CORS and summary reports are ready.

2. REQUISITION COORDINATOR AND STAFF WILL:

2.1. Print CORS and summary reports (per procedures in the requisition processing manual). CORS and summary reports will be delivered to Peterson Building the next working day from DoIT.

2.2. Print labels using the department mailing procedures and give total number printed to requisition coordinator.

2.3. Order the correct number of updated cover memos to be printed.

2.4. Match the CORS, summary reports, memo and mailing label by UDDS. Stuff into campus envelope and affix label.

2.5. Sort envelopes by building code (shown on label) and deliver to the Peterson building loading dock for mailout.

3. REPORT. At fiscal year end the requisition coordinator prepares a summary report of total numbers of CORS sent each quarter and fiscal year end from the reports each cycle. This report is routed to all staff and filed in requisition coordinator’s office.

4. ENTRY AND RELEASE OF ORDERS. All properly signed COR’s will be processed into purchasing system (see requisition entry procedures manual)

4.1. Blanket orders and open vendor blanket orders are entered and released (one step process) after being edited with current year waiver number and edits made by department.

4.2. Contract orders (with UW-Madison--5000 SERIES CONTRACT NUMBERS) are entered and released (one step process) after being edited with current contract order text message and other information from the UW-Madison 5000 series contract. If no order text message exists, requisition processing will enter requisition (as edited by department) and assign to agent.

4.3. All other CORS will be entered and assigned to the appropriate agent for review and release.

REFERENCES:

PPP 21 - Continuing Order Requisition (COR)
IPP 43 - Blanket Orders (non-contract)