Requisition Process - Initiate payment for goods or services

Purpose: To initiate payment for goods or services received on behalf of Malcolm X College.

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

  • Board Report form

  • Bid Recap form

    • How to complete the Requisition packet:

    • Complete the Requisition form
    • Gather all required documentation.
      • Quote
        • 3 quotes are required if requisition is greater than $2,500, but less than $25,000.
      • Contract
        • Allow 21 days for legal review and contract generation.
      • 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.
      • Dean/Manager
    • Create a requisition in People Soft Financial (PSF)  system;
      • Include PSF assigned requisition number on the paper copy version of the requisition.
    • Upload documents and attach to the PSF generated requisition.
    • Complete a status check prior to submission.
      • Verify vendor exists within PSF. ( 1 )
      • Validate the vendor’s budget within PSF to ensure it does not exceeded $25,000 ( 2 )
    • Submit the completed packet to the Business Office.
      • Submit a completed and approved requisition form, along with all documentation, at least 60 days before the vendor requires payment.

    Notes:

    •  ( 1 ) The end user must verify whether the selected vendor is listed as a current vendor in the 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 ) Review budget details within PSF.  Navigation: Commitment Control==> Review Budget Activities ==> Budget Details;