Steps in Preparing Your Requisition

• You must complete a Purchase Requisition (PDF) 
• The form must be typed or printed clearly
  
• Budget account number(s) to be charged
  
• An authorized signature
  
• Delivery address and instructions if your office hours are other than 9am-5pm.
  
• Include all essential specifications about the merchandise needed: Quantity, Description, Overall Dimensions, Color and Model/ Item Number.
  
• Name of a suggested vendor: Do not encourage any vendor to believe that you are placing or promising an order. You may, however, attach the vendor’s printed quotation or Pro- forma invoice with your requisition. In most cases, the Purchase Order is awarded to the lowest bidder.
  
• Date for when items are needed.
• Forward or fax (229-1827) copy to Purchasing.

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, a PDF copy of the purchase order will be forwarded to the individual who requested the products. The processing date appears next to the vendor name on the finalized purchase order.

1.  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.
   
2.  Stationery and Business Cards - New Requests and Revisions
   The New School has established an online relationship with the printing vendor Dupli Envelope & Graphics located in Syracuse, NY, as our dedicated stationery vendor for all of our letterheads, business cards, envelopes etc., - (see Stationery tab for more details).
   
3.  Purchases totaling $100.00 Or Less
   A Purchase Requisition form with all the necessary information is still required.

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 Administration of your department. ALL CONTRACTS OVER $10,000.00 MUST BE APPROVED BY THE EVP’S OFFICE AND OUR LEGAL DEPARTMENT BEFORE ANY GOODS/SERVICE IS ORDERED. The agreement will be forwarded to the company with our Purchase Order.

1. 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:
• Date for when items are needed.
• Forward or fax (229-1827) copy to Purchasing.
2.  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.
   
3.  Subscriptions
   As of January 2005 EBSCO no longer handles subscriptions for The New School – ONLY exception is our Libraries. 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. For that department with P-Cards you may place your own orders/renewals.
   
4.  Computer Equipment
   Computer systems: Specifications for standard configurations are outlined by University Computer Services. To purchase a new computer system, prepare a purchase requisition which includes the following information: how many computers and who they are for.

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.

Please Note: Every computer installed must have a network port in order to access the university 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.
5.  Toner Cartridges
   Please see "Toners" under Office Supplies. 
6.  Furniture - Desks, File Cabinets and Storage Units
   Please call Design and Construction to review your request.