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Procedure for Submitting Requisitions

When submitting a requisition:

  • Include a complete description including part/model number, name of manufacturer
  • Suggested vendor, estimated price
  • Include descriptive literature, written pricing, or anything else that you have already obtained from a vendor
  • Check to be sure funds are available in the account being charged

Some procurements require prior approval from Facilities and Planning, such as:

  • Equipment requiring installation
  • Equipment requiring utility modifications (natural gas, sanitary drains, water, ventilation, etc.)
  • Equipment requiring room modifications
  • Carpet installations

All deliveries made against purchase orders should be checked for accuracy immediately upon delivery. Any discrepancies with a delivery should be reported to Procurement & Payment Services within two days after delivery so that reports can be filed with the vendor and/or carrier and delay payment, if necessary.

Note: All inquiries concerning a purchase order must be made to Procurement & Payment Services referencing the purchase order or requisition number. Departments should not contact vendors directly with inquiries. Contact the Purchasing Office at (585) 395-2351 to check on the status of an order.

2020 - 2021 Requisition Form

Emergency/Rush Purchasing

If an emergency or rush purchase is necessary, a requisition form can be brought, faxed to (585) 395-5885, or sent to Procurement and Payment Services with a notation indicating that it is a "walk-thru." The requisition must include a statement addressing the nature of the emergency. The vendor's copy of the order will, in most cases, be issued to the department or faxed to the vendor the same day.

Last Updated 5/26/21