POLICY:

Specific requisitions for $5000 or less are handled by Purchasing Services as best judgment orders to speed processing.  Requisitions are converted to official purchase orders.

PROCEDURES:

I. Requisition Entry/Vendor File will

1. Sort Requisitions by team.  (Pre Audit has stamped in requisitions prior to this step)

2. Team Requisition Entry person will sort and pull best judgment requisitions from the other requisitions

Exceptions:  These requisitions are not Best Judgement Requisitions/Orders and will need to get agent approval prior to releasing regardless of the dollar amount:

• -Academic Support Service Orders (ASSO’s) -Additions/Deductions/Changes -Air Charter -Airplanes -Alarm Systems -Alcoholic Beverages -Arch Wireless Orders -Asbestos Removal -Bid Numbers (FY-0XXX) -- may show anywhere on requisition - Biological Safety Cabinets -Blanket Orders (new) -Building/Remodeling/Construction   (Class Code 4850 or 3252) -Bus, Charter Services -Capital Equipment -Consulting Services -Continuing Order Requisitions -Contracts Requiring a Signature -Contract Blanket Orders -Controlled Substances (Drugs) -Copiers -Corporate Express -Document Sales -Ethyl Alcohol -Firearms -Fireworks -Fisher Scientific -Fume Hoods -Gas Cylinders

  -Graphic Equipment -Heating/Air -Conditioning/Ventilation Equip -Hotel Rooms over $62 *(See below) -Leases/Rentals -Legal Services -Logos (items with W/Bucky logos) -Maintenance/Service Agreements -Memo Requisitions -Motor Vehicles -Paper * (See below) -Photocopying (over $49.99) -Printing Services -Radioactive Materials -Remodeling Projects (Class Code 4850 or 3252) -Requisitions showing a bid # (FY-0XXX) (may appear anywhere on requisition) -Sams Wholesale -Security Guard Services -Software w/License Agreement -Stable Isotope (Vendor is US Dept of Energy) -Taxi Services -Temporary Help (secretarial,security guard, etc) -Vendor that could be an employee (individual name--usually Madison/area address) -WW Grainger -Zero Dollar Orders

*Pull all orders to Grainger, Richard E Ela, McMaster Carr, MSC, Neher Electric, Ray O Vac and Washington Equipment.  Departments trying to use these vendors will be contacted to encourage them to purchase through the MRO Prime Vendor at Material Distribution Services (MDS).   

*Hotel Rooms over $62/single,  (the contract price) need approval from the agent of that commodity before releasing.               

Agent will assign NIGP codes (commodity codes), print type and order format and any required, bid numbers, waivers or  FOB to the above listed requisitions before returning to their team requisition entry person.

Agent will also assign requisitions that require special handling as follows:

• requisitions with contracts, license agreements, or forms that need signature
• serial purchasing
• special administrative approval (see IPP 26)
• other special handling

3. Assign vendor numbers to all requisitions.

4. Assign NIGP Code (commodity code), requisition type and print format.

5. Edit information on requisitions for purchase order processing by team Vendor File person.  Delete items such as funding notes, interdepartmental notes and notes to purchasing.

6. Assign appropriate order message code if appropriate, (e.g., INV, ITO, IAX, IER, CUS, WCI, CTO, etc.) [see System manual for detail if needed.]

6.1 Identify additional order messages that require typing onto the order message screen 

                   
7. Label attachments for distribution (see IPP #8 for labeling instructions).  Person entering requisition is responsible for photocopying and distributing attachments.

8. Determine whether itemized list should be keyed in purchasing system or processed as an attached list. If as an attached list, note that order should read “See Attached List” (see IPP #8 for labeling instructions).

9. Requisitions should be processed in the following priority order:

9.1 Rushes
9.2 Regular requisitions
9.3 Confirmers

II. Vendor File staff will enter and release P.O.’s on a daily basis in the following priority:

1. Regular requisitions - entered and released as regular purchase orders to be mailed to the vendors, departments, and Accounting Services the next business day by Reception/Correspondence staff.

2. Confirming telephone order requisitions - are entered and released.  NO copies are printed for the vendor or purchasing (CTN), unless a copy is requested by the department (CTO).   However, Department and Accounting copies are printed and mailed by Reception/Correspondence staff either way.

IPP26 - Special Approvals Processes
IPP8 - Attachments and Attached Lists of Items for Purchase Orders