Rush Requisitions (312)

I. Date of Initiation/Revision

Policy initiated April 1, 2010.

II. Policy Classification

Senior Vice President for Administration and Finance and CFO – Corporate Purchasing

III. Policy Statement

Corporate Purchasing processes procurement requests in accordance with a ‘first-in-first-out’ order or in order of receipt with respect to the individual product categories. This policy is designed to provide services to accommodate the processing of requisitions that fall outside of standard requisition processing timeframes. In order to accommodate department required time frames in the processing of requisitions, Corporate Purchasing may find it necessary to impose a special processing fee. Prior to requesting these services, departments should consider alternatives such as, payment via P-card (if appropriate based on P-card Guidelines) and planning in advance such that standard processing timeframes meet vendor and department expectations.

IV. Policy Summary and Definitions

Summary:

Corporate Purchasing processes requisitions according to Purchasing Guidelines. Depending on the purchase request, transaction audit requirements, and requisition volumes the processing times will vary. If a request is made to process a requisition in a ‘rush’ or specified time frame, a fee for that level of service requested may be applied.

Definitions:

Rush: A request is deemed a ‘rush’ if someone outside Corporate Purchasing requests or indicates that a requisition should be processed within a specified time frame.

Fee: The fee is a charge imposed to more appropriately reflect and account for the efforts involved with the special services to process a requisition in an expedited timeframe.

Rush Service $75.00

V. Related Policies

Refer the University’s Corporate Purchasing – General Guidelines

VI. Responsibilities

Department: Preparation of documentation: Prepare requisition and supporting documentation for submission to Corporate Purchasing as you normally would. In addition, complete and attach a signed Corporate Purchasing Special Handling Request Form.

Deliver documentation to Corporate Purchasing: This is accomplished via one of the following:

  1. Hand-deliver all paperwork, including the Corporate Purchasing Request Form, to Corporate Purchasing, bringing attention to the rush request when handing the paperwork to the receptionist.
  2. Mail all paperwork, including the Corporate Purchasing Request Form, to Corporate Purchasing Box 278901 or fax at 273-1241.
  3. If, after original paperwork is submitted to Corporate Purchasing, there becomes a need for a rush, send an email to Pat Smith or Debbie Flotteron clearly noting a rush is being requested and an account number to charge the fee, contact person in case there are questions about the request, and a reason for the request.
  4. If a requisition is faxed, it does not need to be mailed. To avoid a duplicate order, if the requisition has been faxed and is subsequently mailed, identify on the mailed copy “Confirming Order – Do not Duplicate”.

VII. Documentation

By the Department

Prepare forms, requisitions and supporting documentation for submission to Corporate Purchasing as you normally would to initiate a purchase request. In addition, complete and attach a signed Corporate Purchasing Request Form. If, after original paperwork is submitted to Corporate Purchasing, there becomes a need for a rush, send an email to Pat Smith and Debbie Flotteron with the necessary information from the Corporate Purchasing Request Form. Corporate Purchasing may request additional documentation or information in order to process the request.

By Corporate Purchasing

Corporate Purchasing uses a copy of the Corporate Purchasing Request Form or email as documentation when request fees are charged to the department. Documentation for the payment transaction is retained as usual.

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