Business Operations - Agency Requisition Process

What forms do I need?

(If prompted to open or save click open. If prompted to enter a password click cancel several times.)

• Requisition form
• Vendor Application

How to complete the Agency Requisition packet:

• Complete the Requisition form
• Complete a status check prior to submission.
• Verify vendor exists within PeopleSoft (PSF) ( 1 )
• Gather all required documentation.
• Requisition (include agency account number)
• Quote
• Contract
• Board report
• If the request has a value greater than $25,000;
•  If vendor will receive more than $25,000 in a fiscal year via multiple transactions;
• If the request exceeds the previous board approved amount;
• Obtain all required signatures.
• Club President
• Club Treasurer
• Advisor
• Dean/Manager  (if expense is greater than $100) ( 2 )
• Submit the completed packet to the Business Office.
• Submit a completed and approved packet at least 30 days before the event.
• Goods purchased on an emergency bases require an explanation.
• The business office will create a requisition in PSF, upload pertinent documents, and obtain required signatures (i.e., Executive Director and President).
• A check will be generated by District office Accounts Payable and sent to campus.
• Once the goods or services are received, submit your packing slip or receipt to the (3) Business Office to pick up the check.

Note:

• ( 1 ) The end user must verify whether the selected vendor is listed as a current vendor in PSF  system.  If the vendor is not in the system, a vendor application must be completed by the vendor and sent to the Department of Procurement Services for entry. Please allow a minimum of 10 business days for entry. 
• ( 2 ) All request require approval from the club’s leadership and MXC staff (i.e., Advisor or Deans) prior to attending meetings or procuring goods or services.
• (3) Checks will not be released until proof of services are submitted to the Business Office.