Purchasing and Contracts

All requisitions must be typed or printed neatly and signed by an authorized account manager. It is extremely important to make sure the requisition is clear and legible, as it will be returned to the department for clarification. This only serves to slow the processing of your request.
Check your account balance to ensure available funds before submitting the requisition.
If the procurement requires bids or quotes attach a detailed description of what you are purchasing. Include any possible vendors and an estimate of the cost along with any terms the bidders are to meet such as delivery, speed etc. If you have received any quotes in advance please attach a copy to the requisition.
If the purchase is time sensitive enter a date when the items are to be received. The use of the terms RUSH and ASAP will not help the purchasing agent set priorities. Noting that you want the purchase order faxed will not move it to the head of the line. You will need to enter a date when the items are needed, as requesting that purchase orders be faxed has become routine.
Include department phone number as well as the phone number of the vendor.

Make use of preferred sources and OGS contracts when ever possible and note the contract number in box 25 of the requisition form.

Ways to Avoid Getting a Purchase Requisition Returned

Please DO NOT use block numbers 3, 22, 23, 26 and 27. These are for the Office of State Funded Purchasing & Contracts' use only.

Block #	DESCRIPTION/EXPLANATION:
2	Account number of department placing order.
4	Amount to be charged to account number shown in box 2.
5	Check here to indicate supplies and expense or equipment items on the same requisition.
6	Check here to indicate if applicable.
8	List here special attachments, documents.
10	Federal Identification number of selected vendor.
11	Federal Identification number of second selected vendor.
12	Federal Identification number of third selected vendor.
13	Vendor name, address and zip code.
14	A second suggested vendor name, address and zip code, if known.
15	A third suggested vendor name, address and zip code if known.
16	Telephone number and Fax number of vendor if known.
17	Telephone number and Fax number of 2nd vendor, if known.
18	Telephone number of Fax number of 3rd vendor, if known.
19	Name, building and room number where ordered items are to be delivered.
20	Phone number of ordering department.
21	Authorized signature of charged account shown in box 2. (If more than one account is being charged, authorized signatures must be shown on the attachment submitted which lists the additional accounts.)
24	State term contract commodity group number, if known.
25	State term contract number, if known.
28	Name of person that the requisition will be sent to, when completed.
29	Department name.
30	Building room and number.

PLEASE NOTE: If any changes are being made to the listing of authorized signatures, it is the ACCOUNT HOLDER'S RESPONSIBILITY to submit this information to the Accounting Office for system updating before the requisition is sent to the Office of State Purchasing & Contracts for processing. Back to FAQs