Purchase Requisitions are 2-part forms available through the Mail & Duplicating Department at 55 West 13th St., lower level, or electronically at this website. (See Purchasing Forms for blank pdf forms and samples of completed forms)
If you are faxing the request, do not forward the original. This will eliminate duplicate orders. You may call Purchasing if you need a cost estimate before obtaining authorization, if you are uncertain about product availability, or if you wish to consult our product files.
Please Note: If either the authorized signature or budget account number is omitted, or if there are insufficient funds in the budget account to be charged, the requisition will be returned without processing. Contact your budget officer to reconcile the account. This office cannot make financial transfers.
All Purchase Requisitions are processed within one to three business days. Within seven business days, the Pink and Yellow copies of the purchase order are forwarded to the department who requested the products. The processing date appears next to the vendor name on the finalized purchase order. (See here for detailed information on Purchase Orders)
A. Planning Future Needs
In order to devote an adequate amount of time to the development of specifications, the identification of vendors, pricing and timely delivery of goods, we must know of plans that will include purchases of a special or sizable nature. Please contact Purchasing during the planning stages of a major expenditure to get estimates in advance of the written requisition.
B. Stationery and Business Cards - New Requests and Revisions
Requests are coordinated with University Communications, who provide the artwork for new and changed text. To order, forward a Purchase Requisition with a sample of your letterhead, envelope and/or business card attached. Completion of an order may take 4 to 7 weeks.
C. Purchases totaling $100.00 Or Less
A Purchase Requisition form with all the necessary information is still required. If the items can be delivered to Administrative Services, your request will be processed with the University’s corporate charge card. Someone will notify you when the items have arrived and are ready for pick-up. Your budget account will be debited for the amount of the order, but a Purchase Order will not be issued.
D.Emergency Purchases or Reserve Purchase Orders
In situations of an immediate or emergency nature, purchase order numbers may be issued in advance of the requisition. The department must phone the Purchasing Department, substantiate what the “emergency” is, and request a “Reserve Purchase Order Number”. The department will be given a purchase order number, and the actual Purchase Order will be placed in a reserved file. The Purchase Order number is then communicated to the vendor by the department.
Upon receipt of the reserve Purchase Order number, you must complete a Purchase Requisition indicating the “Reserved” Purchase Order number on the top right corner. The requisition is then sent to Purchasing. In return, your department will receive the Yellow and Pink copies of the Purchase Order indicating “CONFIRMATION.”
Purchase Order numbers are unique, therefore they cannot be used for more than one requisition.
E. Blanket Purchase Order (See here for sample)
Similar items frequently purchased from the same vendor may warrant the use of a “Blanket Purchase Order”.
Include the following information on the Purchase Requisition:
- The specific period of time, ending with the fiscal year (i.e, 9/1/99 - 6/30/00)
- The total estimated dollar amount
- Names of the “Authorized Purchasers” in your department
- Please Note: Each individual item purchased with a Blanket Purchase Order cannot exceed three hundred dollars.
All invoices received by the department should be sent to Accounts Payable accompanied by a signed photocopy of your Blanket P.O. The Pink copy of the Blanket P.O. is sent to Accounts Payable when it is completed.
F. Contractual Arrangements
Equipment leases, rentals or service agreements and the renewals of such agreements must be requested with a Purchase Requisition. These types of agreements may only be approved and signed by the Director of Administrative Services. The agreement will be forwarded to the company with our Purchase Order.
G. Pre-Paid Orders
If a vendor demands a total or partial prepayment before shipment, a check can accompany the Purchase Order. This procedure is undesirable, since we have limited recourse if the merchandise is unacceptable.
You must indicate the words ‘Partial Pre-Payment’ or ‘Pre-Payment’ on your purchase requisition. The vendor’s quotation indicating this payment type must be included with your purchase requisition in order for Accounts Payable to process it.
When this type of Purchase Order is issued:
- Total prepayment - the department will receive the Yellow copy of the Purchase Order for their records.
- Partial prepayment - the department will receive the Yellow and Pink copies of the Purchase Order. When the merchandise is received, the department should return the Pink copy with the packing slip and any comments concerning delivery, damage, etc. to Accounts Payable.
H. Memberships and Membership Dues
All requests for payment of membership dues must have the approval of the respective Dean. Before submitting the application for membership, check to see if your request does not duplicate a similar request. All forms relating to membership dues must be sent directly to Accounts Payable with a Check Disbursement Form (Click here for form).
I. Subscriptions
New School University employs EBSCO Subscription Service to process our requests. Send new magazine subscription requests to Purchasing on a Purchase Requisition form — the $100 minimum does not apply. Be sure to forward the publisher’s subscription form with all the requested information filled-out. Never send an order form directly to the publisher or place an order verbally.
Subscriptions ordered through EBSCO will appear on an annual renewal list, and will be forwarded to your department for renewal or cancellation instructions.
J. Computer Equipment
Computer systems: Specifications for standard configurations are outlined by University Computer Services. Visit their website for more information: http://www.newschool.edu/infotech/cso. To purchase a new computer system, prepare a purchase requisition which includes the following information: how many computers and who they are for.
Please Note: Every computer installed must have a network port in order to access the New School network. Contact the University Help Desk at ext. 2828 to dispatch a technician to survey the space if you are unsure about available network ports for your new computer.
- Computer systems and computer peripherals (including printers) are delivered to University Computer Services. For security reasons, they are not delivered directly to the departments. The person who requested the order will be contacted by e-mail when the items have arrived. Only then should you contact the University Help Desk at ext. 2828 for delivery and installation.
- Laser Printers: If a printer model to be purchased has not been determined, please indicate on your Purchase Requisition how many users will be connected to the new printer and what type of documents will be printed. The printing volume and number of connected users will dictate the type of printer to best serve your needs.
K. LaserJet Printers -Toner Cartridges
- Empty Cartridges: The Mail Services department collects empty toner cartridges for recycling. Save all the packing materials that are contained with your new cartridge (including the metallic bag and wand), so it can be used to re-packaged the empty cartridge. Contact the Mail Room for pick-up of empty cartridges.
- New Cartridges: Send a Purchase Requisition to Purchasing for new cartridges. Please indicate your printer’s model number, as cartridges vary from printer to printer.
L. Furniture - Desks, File Cabinets and Storage Units
Please call Administrative Services if you are unsure about specifications. You may schedule an appointment to visit our office and peruse the catalog of available items.
If your department plans to completely re-design the space, please contact Administrative Services to make an appointment with the Furniture Specialist. We can assist you in the reconfiguration of your office by providing drawings which include furniture layouts.
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