Procurement Services: Using Puchase Requisitions

A: General Information

The whole process begins with you. You identify the need and prepare a purchase requisition. The purchase requisition authorizes purchase action by the University Procurement Services and becomes a purchase order when signed by an authorized member of Procurement Services.

A contract does not exist between the University and a Vendor until an official purchase order has been issued and accepted. If a quotation has been received from the Vendor, the contract exists when the purchase order is issued in accordance with the terms of the quotation.

A purchase requisition is required to initiate the purchase of all materials and services except for:

(a) transactions between University Departments (other than Physical Plant);
(b) payment of honorariums to individuals;
(c) payment of salaries to individuals;
(d) requests for travel advances or postage;
(e) payments of express, freight, telephone or telegraph;
(f) purchase of goods or services from one of our contracted suppliers or from suppliers with who we have Supply Agreements.
Purchase requisitions are available from Procurement Services, Suite 6100 Support Services Building.

B: Initiating a Purchase Requisition

Complete the unshaded areas of the purchase requisition as described below, retain part 6, and forward the balance of the set to Procurement Services.

1. Suggested Supplier
Enter the complete name and address of the Supplier, if known.

2. Requisition Number
If desired, enter a requisition number not exceeding 10 digits. This number is assigned by the Requisitioner for Departmental reference and will appear on Departmental Monthly Statements.

3. Requisition Date
Enter the date the Requisition is prepared.

4. Estimated Date Required
Show a definite date. The use of terms such as "now", "immediately", "rush" or "ASAP" should be avoided.

5. Authorized by
Space for three authorized signatures has been provided. Deans and Budget Unit Heads may delegate their authority to sign purchase requisitions up to $50,000. Notice of such delegation must be submitted in writing to Procurement Services.

6. Ship to
This area should be completed in every instance showing: Department, Building, Loading Dock, Room Number, Postal Code and Attention.

7. Item
For reference purposes, items should be identified using A, B, C, etc.

8. Quantity / Unit
Be sure to indicate the unit of quantity (e.g. 5 only, 1 doz., 3 gallons, etc.).

9. Description
Use the manufacturer's catalogue number and description whenever possible. If parts or accessories are being ordered for an existing piece of equipment, the host piece of equipment must also be identified on the purchase requisition.

10. Unit Price
If you know the unit price (from quotations or other information available to you) enter it on the purchase requisition. Please attach any written quotations. If the price has been obtained from another source (e.g. 1988 price list, last price paid, etc.) please show this information in the SPECIAL INSTRUCTIONS area.

11. End Use
Enter an "X" in the appropriate box to indicate the intended end use of the items being ordered. Teaching, Teaching and Research, and Research are self explanatory. "Other" means other than the foregoing (e.g. resale, administration). A clear statement of end use of the item(s) ordered is vital for correct application of tax and duty exemption certificates.

12. Project
Briefly state how the item will be used, description of the project, or course.

13. Account Number
Enter a maximum of three account numbers on each Requisition. If additional account numbers are required, please enter them in the SPECIAL INSTRUCTIONS area.

14. Perishable Goods
Enter an "X" in the appropriate box to indicate that the goods ordered are perishable. Special procedures have been developed for these types of deliveries.

15. Item or %
If more than one account is to be charged show the item (A, B, C, etc.) or the % opposite the appropriate ACCOUNT NUMBER.

16. Currency if not Canadian
If U.S. currency an "X" should be entered in the appropriate box. Any other currency should be specified (e.g. British £, guilders, etc.).

17. Special Instructions

This is a general area for the Requisitioner to include any special instructions to Procurement Services. For example, to indicate whether a cheque or any other attachment should be sent with the Supplier copy of the Purchase Order.

Related Forms and Documents

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6100 Support Services Building
Tel: 519-661-2038

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A Member of:

Member of OUPMA
Ontario Education Collaborate Marketplace
Canadian Association of University Business Officers
Ontario Public Buyers Assosiation
EMOP Member
(Elgin/Middlesex/Oxford Purchasing Co-op)

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