Procedures and Form Use

White Requisition ("Quick Order")

A.Off-campus purchases, when:
Purchase is under $200, and
Item is physically picked up the same day. Office supplies purchased from Office Depot or Staples may be ordered by fax and delivered to the University.

B. Service-related repairs on office equipment and maintenance supplies delivered by service personnel.

C. Emergency Situations over $200. Emergencies are defined as cases of urgent need, occurring outside of normal business hours, to keep vital operative or eliminating a life safety hazard. The white requisition form is to be issued to the vendor only if the vendor will not proceed without a purchase order number (white requisition forms have a vendor copy). If the vendor doesn't require a purchase order, the department can proceed with obtaining the emergency service and forward the vendor's work order or invoice, along with a properly executed white requisition form "after the fact" to the Purchasing Department. The emergency nature of the situation should be substantiated in writing on the requisition.

The above procedure is to be used only when the emergency occurs outside of normal business hours. During normal business hours, a properly executed green requisition form should be brought to the Purchasing Department and a formal purchase order will be issued immediately.

The copy distribution for the white requisition form is as follows:
See copy of White Requisition
A. White copy to vendor.

B. Blue copy to Accounts Payable with itemized register receipt, invoice or work order (whichever is applicable) attached for quick orders and service-related repairs.

C. Blue copy to Purchasing Department for emergencies as outlined in C. above.

D. Retain pink copy.