Requisition Process Overview

REQUISITION ENTRY PROCESS OVERVIEW

Procurement and Contracts provides leadership and dedicated service to our customers applying our best, unbiased judgment while maintaining the highest ethical and moral standards in the conduct of CSU business. We guide our activities through application and adherence to CSU and State policies and procedures following commonly shared values and ethical standards in our daily interactions with vendors, contractors and service providers. We are committed to conduct business in good faith; demanding honest, legal, and ethical practices from all participants in the purchasing process.

Roles in CFS

In an effort to eliminate and/ or mitigate the potential for fraud or error and to maintain internal controls, Requisition entry (Requestor) and Requisition approval (Approver) has been segregated into two distinct functions. A single user cannot be both a requester and an approver.

A Requestor is the assigned individual creating a requisition in CFS by entering all necessary order information including appropriate attachments, on behalf of their department.

An Approver is a designated individual in a supervisory/managerial position to the Requestor and is responsible for reviewing and authorizing all requisitions entered by the Requestor. The Approver, being an appropriate department head, dean, or college fiscal administrator, must have authority over all chartfield combinations used to fund the specific requisition they are approving.

1. Requisition Creation

All requests for procurement of goods and/or services (not authorized by other payment methods) must be created by a Requestor via online submittal through PeopleSoft (CFS). Requestor shall enter individual itemized line item descriptions, quantity, unit of measure, cost, vendor information, and date needed.  Below is a sample of a Requisition.

NOTE: A purchase requisition is not an authorization to make a purchase, it is simply the official request to Procurement and Contracts to issue a purchase order to the vendor or service provider on the department’s behalf.

2. Supporting Documentation and External Approvals

Requestor electronically attaches any supporting documentation such as quotes, proposals, lengthy specifications, vendor agreements, photo’s, etc. Requestors are reminded that certain types of purchases require external approvals such as:

• IT purchases and services (See the Information & Communications Technology webpage for further instructions)

1. 1. All information and communication technology such as hardware, software, and online solutions require four significant steps:
   2. Gather Pre-Purchase and Accessibility Information. Please complete the Information and Communication Technology Procurement Request form to begin the process.
   3. The Information Security office (ISO) will notify the requestor if SOC2 or Higher Education Community Vendor Assessment Toolkit (HECVAT) security documentation is required. All qualifying software, hardware, and online solutions purchases that will allow a vendor to access, store, transmit, or otherwise manage CSU Protected Data shall go through a security review and approval process.
   4. IT approval ensures that IT has sufficient resources (if purchase requires it) available for your software implementation and provides IT an opportunity to confirm if the license being purchase is already available to staff/faculty and thus saving time and money.

• Modular Furniture (See Furniture Process webpage for further instructions)
• Hospitality Form (See Hospitality Policy for further instructions)
• Independent Contractor (See Independent Contractor Policy for further instructions)

3. Requisition Approval

Once a requisition is entered into CFS with all attachments and appropriate external approvals as needed, the Requestor shall notify their Approver via email that the requisition is ready for review and approval. The Approver will review, approve, and budget check the requisition, which then creates a pre-encumbrance to the general ledger and officially transmits the requisition to Procurement and Contracts.

4. Procurement Review

Once received by Procurement, the requisition is assigned to a Buyer who reviews and either processes into a purchase order or contract or contacts the Requestor for further information/clarification as needed.

PURCHASE ORDERS

A purchase order (PO) or contract is issued by Procurement and Contracts and is the official agreement (i.e. legal document) between the University and the vendor/supplier to provide the goods and/or services.

Only Procurement and Contracts can financially obligate the University, departmental personnel have no such delegated authority (except limited authority under the P-card Program and Direct Pay).  Procurement and Contracts will negotiation terms and conditions (if applicable) and obtain necessary insurance prior to releasing the purchase order or contract.

When the completed purchase order or contract is issued to the vendor/supplier via email, the Requester is also copied on the email so they have a copy of the executed purchase order or contract for their department files.  Below is a sample of a Purchase Order.

CHANGE ORDERS

If changes or alterations to the original purchase order or contract becomes necessary, the Requestor shall submit a Change Order Request Form [PDF]. Changes may include increase or decrease in quantity, additional services, or order cancellation. The change order must be complete and include all appropriate approvals before being submitted to Procurement and Contracts. If accepted, Procurement and Contracts will issue a written revision to the purchase order or contract and submit to the vendor/supplier via email. Below is a sample of a Change Order.

INVOICES

Once the vendor/supplier ships goods or completes services, and invoice will be generated for payment. The Requestor or Approval shall carefully review the invoice to ensure all charges are correct.  The approved, non-disputed invoice should be sent to Accounts Payable for processing. Upon review and approval of the invoice for appropriate information, Accounts Payable will issue payment to the vendor/supplier.

UNAUTHORIZED PURCHASE APPROVAL REQUEST

Procurement of goods and/or services made by department personnel outside the authorized procurement methods (purchase requisition, procurement card, and Direct Pay) can be considered a personal obligation of the individual making the purchase and not an obligation of the University. Persons wishing to submit a request for the University to accept the obligation for payment, must submit the Unauthorized Purchase Approval Request Form through Service Now. Submission of the request does not guarantee approval of payment. Procurement and Contracts may approve or deny the request. Until notification of approval, the purchase is considered the obligation of the individual.