Requisition - RX

Introduction: New Requisition forms arrive daily in Purchasing. Requisitions will arrive by mail, fax, hand-carried and all MUST be recorded by Files.

Files staff should perform the following steps IN ORDER:

  1. All RXs in the top box on top of the black file cabinet in the Files overflow cubicle. IT IS IMPORTANT THAT RXs ARE DISTRIBUTED TO THE APPROPRIATE BUYERS WITHIN 2 HOURS. If RX's are received by Buyers or PA's directly, they must go to Files before processing.

  2. Check to make sure there is an estimated total on the RX. Call the department to get a total if this is missing.

  3. Check for RXs under $10,000

    Return RXs under $10,000.00 to the originating department with the letter to accompany returned RXs which can be found on the "Bids & RXs" folder on the J-drive. Change the relevant information (address, date, salutation, and signature), print on letterhead paper, and return the RX with the letter.

  4. Check for Sponsored Fund Approval

    Check all the RXs for Org numbers over 6000. If the Org number is over 6000, look for the presence of either a Sponsored Projects Administration (SPA) stamp OR an authorized "Certified Approver" signature stamp (red rectangular stamp). If either one of these stamps is present with a signature necessary in the "Certified Approver" box, it is okay. If neither stamp is present, either call or email the department to request an RX copy with Certified Approver stamp.

  5. Check for Departmental Authorization

    Next, check the RXs for Departmental Authorization. If there is a signature in the lower right-hand section of the RX, it is okay. If not, call the "prepared by" person, get their FAX number and FAX them a copy and request they return it by fax as soon as possible with an authorized signature so we may process the RX.

  6. Check for Object Code 7200 or 7201

    Check all RXs for object code 7200 or 7201 with a total dollar amount of $50,000.00 or greater. Both codes indicate that the RX is for a Contract for Professional Services to be put out as a Request for Proposal (RFP). If the dollar amount on the RX is $50,000.00 or greater, prepare the RX as normal and forward to the Director of Purchasing Services to be assigned a buyer. Make notation of those steps on URQS on CUFS. If the RX is less than $50,000.00, proceed to the next step.

  7. Apply Date Stamp and Buyer Initial

    Once steps 1-5 have been completed and all required information is present, stamp the RX with the date stamp in the lower left-hand corner where it says "Rec'd in Purchasing". Then determine who the buyer is for each RX and put their initials in the lower right-hand corner of the document.

  8. Apply Both BIS Stamps

    Stamp the 2 BIS stamps in red somewhere in the text of the document. The BIS stamps are "BIS Category" and "Bid Description for BIS" .

    BIS Category Stamp Bid Description for BIS Stamp

  9. Check For Federal Contracts

    1. For all RX's, look up the fund number on the ORGN Table in CUFS if it is not already on the RX, and write it to the left of the account number on the RX or in the fund field if there is a fund field on the form.

      Federal Contract Stamp

    2. For all RXs, check the fund/area/org against SPA Federal Contract list. If it appears on the list located at (OAR Web Reports) , attach the flowdown clauses and stamp "Federal Contract".

      Note: If the account number and/or total are missing from the RX, call department and request the information. If the department cannot give you the missing information, give the RX to the buyer and ask the buyer to get the information. Keep a copy for follow-up. Follow up with the buyer every 2 days or sooner to ensure that you receive the RX back to apply the correct stamps.

    3. If RX is stamped "Federal Contract" and is $25,000 - $100,000 and over, attach Certification 1.*

    4. If RX is stamped "Federal Contract" and is $100,000 and over attach Certification 2 and the Federal Small Business Report Form.*

    5. If RX is stamped "Federal Contract" and is $550,000 and over, attach Certificate of Current Cost and Pricing Data.*

      *The Director will ensure that the Files person receives an updated copy of these forms whenever they are revised.

  10. For equipment $100,000 and over (all funds), apply Lease vs. Buy Stamp and Attachment - Check the description and the object code 8200 to determine if the item(s) being purchased is equipment. Check with the buyer if you are in doubt. Stamp the "Lease vs. Buy" stamp and attach Lease vs. Buy Worksheet (Attachment E) to the RX before giving to the buyer.

  11. RXs over $500,000, not on Federal Contracts.

    Apply CED Stamp

    Send draft of RFP (not RFB) to CED Stamp

  12. On every RX, attach a blank copy of the List of Attachments (yellow sheet) and a copy of Attachment O (Gramm-Leach-Bliley) (pink sheet).

  13. Log RX into CUFS and Internal RX Log.

    When the RX is ready to be distributed, it must be logged into CUFS and the internal RX log. The CUFS table to enter the RX into is "URQS". The wording should say:

    REC'D IN PURCHASING MM/DD/YY
    GIVEN TO XX (buyer's initials)

    The RX log is a Microsot Excel document. Go to J:/Bids & RXs/RX Log/RX log.xls. Then under the date the RX was received, enter the information from RX as dicated from the RX log column headings.

    NOTE: FOR MULTI-YEAR CONTRACTS, THE DOLLAR AMOUNT THAT APPEARS IN THE "TOTAL" BOX MAY NOT REFLECT THE ENTIRE DOLLAR VALUE OF THE PURCHASE. THE BUYER IS RESPONSIBLE FOR DETERMINING THE TOTAL VALUE OF THE PURCHASE AND ENSURING THAT THE STAMPS AND ATTACHMENTS TO THE RX, RFB/RFP AND PO ARE ALL CORRECT AND THAT THE PURCHASE IS HANDLED APPROPRIATELY FOR THE DOLLAR VALUE AND FUNDING SOURCE.

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Last Revised: February 5, 2007
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