PURCHASE REQUISITION CHECK LIST
For Purchase Requisition #:
Deliver by Date:
one time purchases
30 DAYS AFTER RECEIPT OF PURCHASE ORDER IS TYPICAL FOR ORDERS UNDER $20,000.00
Project Name:
Project #:
Notes to Purchasing:
E.G., RUSH ORDER,
PERKINS ORDER,
SPECIAL DELIVERY, ETC.
APPROVAL CHECK LIST: REQUESTOR MUST OBTAIN ALL APPROVALS PRIOR TO SUBMISSION TO BANNER
•
•
•
This checklist is required for ALL Purchase Requisitions (PRs), and must be included with all backup information unless an exception ex: workflow.
ALL pages of backup information such as budgetary quotes, Scope of Work, membership forms, etc. must be stamped, signed, and dated, if applicable
by the approving party (e.g., ITS, MCO, Exec. Admin.) and uploaded with the Checklist in Onbase within 24 hours of submission of the PR via Banner.
PRs with incorrect cost account information will be rejected.
REQUESTORS: CHECK AND COMPLETE ALL ITEMS INDICATED BELOW AS APPLICABLE
PURCHASE ORDER TYPE (New or Existing):
 New Purchase Order (PO), Replacing Existing PO#
 New Blanket Order, Replacing Existing BO#
 Revision to an existing Purchase Order PO or BO #
 REQUEST FOR TANGIBLE GOODS (e.g., Supplies or Equipment)
 Sole Source/Sole Brand required, justification form required and attached
 Equal Performance products acceptable
 System elements have been grouped into a single line item and include installation and/or maintenance
NOTE: All supplies items must be entered with format as shown in The Source or PR will be REJECTED
USE COST ACCOUNT 8202 FOR VALUE BETWEEN $0.01 AND $999.99
USE COST ACCOUNT 820E FOR VALUE BETWEEN $1,000 AND $4,999.99 AND FOR ALL COMPUTERS UNDER $5,000.00.
USE COST ACCOUNT 8304 FOR VALUE $5,000.00 AND ABOVE, EXCEPT FOR REPLACEMENT PARTS
 REQUEST FOR SERVICES (e.g., software licenses and maintenance, tax, shipping, etc.)
 Detailed scope of work is required and attached
 Sole Source/Sole Brand required, justification form required and attached
 Service period defined From:
To:
 Renewals or multi-term contract required
NOTE: All services items must be entered with format as shown in The Source or PR will be REJECTED
USE COST ACCOUNT 8201 FOR MOST SERVICES
SOFTWARE (SW) LICENSES, MAINTENANCE RENEWALS, WEB HOSTING, ETC. ARE CONSIDERED SERVICES. NOTE: INITIAL SW PURCHASE AND MEDIA ARE TANGIBLE GOODS ITEMS
 EXECUTIVE ADMINISTRATION APPROVAL REQUIRED FOR:
 Periodical Subscriptions Effective dates:
 Approval of institutional funds for promotional
items
 Memberships Effective dates:
 GAA funding (signed GAA letter, agenda, quote, attendee list)
 DOCUMENTS REQUIRED FOR TRAVEL -Checklist not required if using workflow
 Approved Pre-Approval Form
 Completed registration forms
 Approved Travel Request
 Agenda & conference information
 Release forms (students)
NOTE: ALL TRAVEL DOCUMENTATION MUST BE SUBMITTED WITH PR
 ITS APPROVAL REQUIRED FOR: Checklist not required if using workflow
 Software and licensing
 All construction projects
 Equipment or devices requiring software
 Maintenance contract required, computer related
Effective dates:
HW/SW Effective dates:
 Software that requires network hosting
 Equipment or devices requiring network connection
 Hosting is performed on CNM servers
 Installation has existing Ethernet port & cabling
 Hosting is performed on 3rd party servers
 Installation site does not have existing port & cabling
 PC’s, copiers, other computer related hardware
 MCO APPROVAL REQUIRED FOR:
 Use of CNM logo, advertising, all external print jobs, promotional items
 DOCUMENTS AND APPROVALS REQUIRED FOR CONSTRUCTION:
 Devices requiring special facilities, utilities, or
 Approved small projects form, $10K to $50K all
implementation
Departments, $10K to $100K Facilities
 Plans and drawings (as required)
 Capital outlay approval, amounts ≥ $100,000.00
 Detailed scope of work
 Governing board approval, amounts over $200,000.00
 ITS Approval
 HED approval, amounts over $300,000.00
PR checklist 8/24/2015 v16