General Student Services Fund Requisitions

Last updated 12/16/2020

In order to buy any Supplies and Services items during the year (office supplies, program supplies, etc.), you need to submit a University requisition. These are then given to vendors as a "purchase order" to guarantee payment for the item(s) you want to order. A requisition is used for purchases made with outside vendors (non-University).

Although there are a few exceptions, purchases generally cannot be made from vendors prior to issuing a requisition/purchase order. It is against State regulations to order from vendors prior to the vendor receiving a purchase order from the University. The University may refuse (and have in the past) to make payments for purchases or orders without prior approval. If payment is refused, the individual or organizations will be responsible for making the payment from non-university funds.

There are two types of requisitions:
  • Specific order: for a one time purchase where money will be set aside (encumbered) for the exact amount requested and will close once the final invoice is paid.
  • Blanket order: for a series of purchases over time which can be fixed or variable.
    • Fixed: this commits specific funds for services, rentals & lease expenses, maintenance contracts, and software. Fixed orders will be encumbered for the exact amount of money requested.
    • Variable: these are orders without a fixed commitment which are encumbered initially for $1.
Notes for a Requisition
The contact person for any requisitions is the SSFC Financial Specialist. 
As an Authorized Signer, your name will go in the department chair box. 
The "Item Description" should indicate which item of your budget the purchase is being deducted from.
All requisitions should be set up as "positive approval."
Vendors must submit invoices directly to accounts payable per purchasing policy.

After completing a requisition online, you should review it with the SSFC Financial Specialist. The Financial Specialist will maintain copies of all purchase orders or paid bills for your organization. If you receive bills at your office, please forward them to the Financial Specialist for processing/payment.

Organizations must allow adequate time for each of the offices to review and process requisitions. 
You should plan for at least three weeks of processing time from the point you give the completed requisition to the Financial specialist to when you need the order placed with the vendor.

Keywords:gssf, general student services fund, requisitions, external requisitions   Doc ID:107920
Owner:Katie S.Group:Associated Students of Madison
Created:2020-12-16 12:03 CDTUpdated:2020-12-16 12:03 CDT
Sites:Associated Students of Madison
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