3201 PR.01 Purchase Requisition Process

Revision Date: 
July 29, 2019

Contents

1.     Overview

2.     Requisition Process

3.     Record Retention

This procedure outlines the process for obtaining goods and services at Yale University.

It is the responsibility of the lead administrator (or designee) to remind transaction requestors of their responsibility to create a purchase order before goods or services are delivered.  Purchase orders should not be created after goods or services have been received in full.  If all goods or services have not been received in full and additional goods or services remain to be received for a specific transaction, it is appropriate to create a purchase order to cover the remaining goods or services.

A.  Pre-Order Requisition Preparation

Once a requestor identifies a need for goods or services, the requestor is responsible for documenting the business need, and for determining that the costs are reasonable and allowable for the intended funding source.

Identify and Document the Business Need

Documentation of the business need for a purchase is an important part of working with Procurement and should be communicated for purchases over the competitive bidding threshold.  The documentation supports effective financial management related to the comparative pricing process e.g., competitive bidding, comparison of quotes, (refer to Policy 3201 for a description of processes and thresholds).

Note: Please refer to Yale Sustainability web site for the latest guidance on the University’s efforts to monitor and reduce the University’s environmental impact.  Please review this site for products with reduced environmental impacts, before making purchasing decisions and supplier selections.

Confirm that the Purchase is Allowable

The requestor must determine whether any of these constraints apply before moving forward
with a purchase.

  • Restricted Goods & Services: The requestor should consult Policy 3210 Professional Services and Consulting Agreements,  Policy 3220 Purchase of Restricted Items, and Policy 4209 Equipment, as appropriate.
  • Sponsored Awards or Restricted Gift Funds: The requestor, in consultation with the departmental business office (“DBO”), must confirm that the purchase will comply with the terms of the sponsor, or the terms of the fund’s indenture per Procedure 2200 PR.01 Gifts Processing and Stewardship.

Gather the Necessary Information

The requestor must provide the following information:

  • Quantity and description, or detailed specifications, for the item or service to be purchased (including the catalog number, if applicable);
  • If the Yale University Buying Guide lists a suitable supplier, the department should follow the recommended buy/pay approach identified in the University Buying Guide.  Purchases of chemicals, computers, computer supplies, lab equipment, lab supplies, and office supplies of any dollar amount, must be made by submitting a requisition using Yale’s e-procurement solution within Workday.  If the supplier is not listed in Yale’s e-procurement solution, use the Workday Create Supplier Request to add the supplier;
  • Ship-to and Deliver-to location of the product or service;
  • Charging Instructions to be used; and
  • Yale Tax-Exempt Certificate (Cert119), if required by the supplier.  The requestor must contact the University Tax Office for this form.

Note: The initiator can edit and resubmit a requisition prior to the first approval.  During the approval process, the $1k approvers can send the request back to initiator with instructions for clarification, or the approvers can edit and update themselves.  The $10k and unlimited approvers cannot edit; they can only send back to the initiator.

If the estimated purchase cost is less than $10,000, proceed to Section 2.B., below, for information regarding the identification of an appropriate supplier and requisition type.

If the estimated purchase cost is greater than or equal to $10,000, refer to Procedure 3201 PR.02 Comparative Pricing Process.  For these purchases, multiple bids or quotes or, if applicable, a sole source justification is required.  In addition, if the estimated purchase cost is greater than $150,000 and will use federal funds, the requestor is responsible for completing Form 3201 FR.04 Independent Cost Estimate.

B.  Select the Requisition Type

Creating the Requisition

The initiator uses Workday’s Create Requisition to begin this process and should refer to the matrix below to select the appropriate requisition type based upon business need.  For situations where a department wants to review the invoice prior to payment, the initiator should choose Requisition Type and then select Requires Invoice Review.  Invoices will be moved to the department for review prior to payment.

Yale Procurement Requisition Type Selection

Use the table below to determine the business need and the appropriate requisition type.

For further information and guidance on the requisition process generally, consult the following Workday Quick Guides:

For further information and guidance on the requisition process by business need and requisition type, consult the following Workday Quick Guides:

For all requisitions, carefully review the shipping and delivery information before submitting an order.  Refer to the following Workday Quick Guides for further information and guidance:

C.  Obtain Office of Sponsored Projects Approvals

Office of Sponsored Projects (“OSP”) approval is required if the services will be funded by a sponsored award and one or more of the following is also true:

  • The agreement exceeds $10,000 (including all amendments); and/or
  • The consultant is responsible for the design, conduct, or reporting of the research (regardless of the dollar threshold of the agreement); and/or
  • The Scope of Work involves human and/or animal subjects (regardless of the dollar threshold of the agreement).

OSP approval may be obtained by completing Section 4 in either Form 3201 FR.05 Pricing Documentation (Comparative Pricing & Competitive Bidding) or Form 3201 FR.06 Sole Source Documentation, and by submitting it to OSP for signature.

D.  Obtain Central Approvals

Workday will route the requisition to the Procurement Department.  If there are additional approvals needed (e.g., security design review, legal review, risk management), the buyer will work with the initiator to obtain such approvals. 

E.  Purchase Order Transmission to Supplier

Once a purchase order is approved, a copy will be automatically sent to the supplier.  The approved purchase order will create a commitment against the accounts charged, and a copy of the purchase order will be available in Workday.

F.  Supplier Performance Issues

Departments should contact the Procurement Department if contractors do not perform in accordance with the terms, conditions, and specifications of the purchase order.

Please refer to Policy 1105 Retention of University Financial Records and Record Retention Schedule, published by the Office of General Counsel, to determine how long to retain various types of financial and administrative records.