2.2.2 General Requisitioning (Revised 01/31/13)

PROCEDURE

Responsibility Action

Department

  1. Complete a WayneBuy Purchase Requisition by following the integrated form instructions or online Job Aids. Job Aids are found on the Procurement website under WayneBuy. Upload any appropriate support documentation to the WayneBuy Requisition as either "internal" or "external" attachments.

Please Note: A Not-to-Exceed amount must be stated for blanket orders or service contracts. All blanket orders or service contracts must include start and end dates. The dollar amount for each index/account must be entered in the Accounting section.

  1. Verify budget balance available.

    1. If balance is not available, the purchase is NOT permitted.

    2. If balance is available, complete the WayneBuy requisition.

  1. Keep a record of the system generated requisition number.

  1. The system will automatically route the online Requisition to the individual/unit identified in the approval queue.

Please Note: Approval queues are established and maintained by Fiscal Operations / Technical Support Services. Departments must identify all individuals to be added or deleted in their approval queues, and the dollar amount each person can approve. The form to establish or maintain approval queues is available on the Purchasing website at: http://purchasing.wayne.edu/docs/rappapprovalqueuerequestform.doc.

Dean/Director /or Designee

  1. Review the online WayneBuy Requisition for appropriateness of the purchase and for budget availability.
    1. Verify budget balance availability. If budget is available, approve the Requisition using the online WayneBuy approval option.

    2. If budget is not available, the purchase is not permitted. Select the "Return" or "Reject" option on the Requisition in WayneBuy. This action systemically returns the Requisition to the originator or effectively cancels it.

    3. If the purchase is inappropriate, disapprove the Requisition in WayneBuy using the "Reject" function. This action cancels the Requisition.

  1. The system will automatically route the Requisition to all required approvers. After all Departmental approvals are complete, the system will route to Special Approving Departments (if required) or to PASS. 

Special Approval Department

As detailed in Section 2.2.1, there may be one or more Special Approvals required for a request to be processed. It is the responsibility of the Special Approver(s) to do as follows:

  1. Review the online WayneBuy Requisition for appropriateness of the purchase and budget availability.

  2. If appropriate, verify budget balance availability. If budget is available, approve the Requisition using the online WayneBuy approval form.

  3. If budget is not available, the purchase is not permitted. Select the "Return" or "Reject" option on the Requisition in WayneBuy. This action systemically returns the Requisition to the originator or effectively cancels it.

  4. If the purchase is inappropriate, disapprove the Requisition in WayneBuy using the "Reject" function. This action systemically cancels the Requisition.

  5. The system will automatically route the Requisition to all required approvers. After all Departmental and Special approvals are complete, the system will route to Purchasing.

PASS

  1. Review and approve the online WayneBuy Purchase Requisition and assign to a Buyer or disapprove the Requisition in WayneBuy using the "Reject" function.