2.2 Initiating a Request
The online Banner Requisition is used to initiate the purchase of goods or services from all outside vendors. Online Requisitions are to be properly completed for submission to the Purchasing Department through the Banner approval process.
Proper completion includes but is not limited to: name and contact information (including phone, fax and e-mail) for the Requisitioner, suggested Vendor (if available), shipping location and internal delivery, detailed commodity information, and accurate accounting information (FOAPAL). A properly completed requisition authorizes Purchasing to issue a PO. The Banner Financial Management System (FMS) accommodates multiple account/indexes on a single Requisition.
Board of Governors statute stipulates that all purchases over $25,000 require a competitive bid (see Section 2.4). Purchasing reserves the right to competitively bid any request where a competitive market is known to exist (i.e. printing, furniture, promotional items, business equipment, etc.).
Completed requisitions must be authorized by the requesting department, any special approvers, and any other approval levels designated in the Banner system. Approval queues are established by the Department/Division Head. New approval queues, changes, and deletion requests must be submitted to the Fiscal Operations / Technical Support Services department for processing. Approval queues serve as a control mechanism and a means to approve the expenditure and to ensure accurate encumbrances.
Upon complete Departmental authorization, the Requisition is automatically routed to Purchasing. Purchasing's online acceptance of the Requisition commits the funds. If a Requisition does not contain all the necessary information, it is disapproved by the Purchasing coordinator and returned to the Originator/Requisitioner.
Requisitions must include a total dollar value for each item (including freight charges). Lack of sufficient funds does not prevent a Banner Requisition from being authorized and submitted to Purchasing. When a Banner Purchase Order is encumbered, the corresponding Requisition commitment is liquidated.
To ensure the best price and quality of goods and services, adequate planning and lead time are essential. Departments should communicate their requirements to Purchasing as early in the process as possible. This is especially important when special approvals are required prior to issuing a Purchase Order. Without sufficient lead-time, proper market research and vendor negotiations are jeopardized. Advance planning is especially critical before a fiscal or calendar year end or grant/contract termination dates.