Supporting Documents for Requisitions

Printer-friendly versionPDF version

For Requisitions for New POs:

Attachments

Requisition Scenario Where Attachments Are Required

Written Quote(s) Supplier is selected from quote(s) based on purchasing thresholds

Justification for Supplier Selection

Supplier is selected from multiple quotes,
and
The selected supplier is not the lowest price offerer

Document to Support a Missing Quote such as Supplier’s Email or Manufacturer’s Email

Supplier is selected from multiple quotes,
and
A quote is missing due to reasons such as a supplier declines to quote or limited number of suppliers 

Single Source Sole Source Form

Supplier is selected by single source or sole source justification,
and
Order is over $9,999

Supplier’s Final Quote
and 
RFX Number in Notes to Buyer

Supplier is selected from a RFX process
Supplier Verification of Compliance Form (SVC)

Apparel orders,
and 
Supplier is not listed on  DHR website

Supplier Conflict of Interest Form

Total order is over $99,999 and supplier is not selected from a RFX process, 
or 
There is a known or perceived conflict of interest between the suppliers and the university personnel involved in the purchasing process

Relationship Questionnaire Services contracted to an individual
Standalone Agreement/Contract Separate agreements or contracts have been signed or will be signed for the purchase
Radioactive Permit Number in Item Description Radioactive material purchases

AUP number in Item Description 

Live animal (vertebrates) purchases

For Requisitions Revising Existing POs:

Attachments Requisition Scenario Where Attachments Are Required
Existing PO number in Notes to Buyer
and
Supporting Quote 
All requisitions revising an existing PO
Are signatures on original documents sufficient for the new value?
If no, documents need to be refreshed with signatures from required authority and resubmitted 

Revise an existing PO
and
The value of the PO exceeds a purchasing threshold after the revision

Single Source Sole Source Form Original blanket PO covering a period of time, revise it by extending original term