Purchasing FAQ's
What is a Purchase Requisition?
A Purchase Requisition is a form that is used to submit your requests to procure goods and services. It is necessary for you to give detailed information regarding your request on this form such as quantity, manufacturer, part number, description, estimated price, suggested purchasing source, etc. It is also necessary for you to list the account number that is to be charged for the purchase and to acquire the signature of the account manager, and in some cases, the account supervisor and senior administrator. Once this form is completed, it is forwarded to Purchasing for processing.
Can I contact a vendor myself and place an order?
No. It is the responsibility of Purchasing to review purchase requests, obtain competitive bids, select vendor, and to place orders for goods and services on behalf of the University.
If I am responsible for my budget, why can’t I spend it the way I want to?
Our role is not to tell you that you cannot purchase something. Instead, we are here to help you get the most out of your budget by getting the best possible price for the items you need, therefore, making your budget stretch further. We have an obligation to the Board of Control and the State of Michigan to spend our dollars wisely. It is our role to assure that this is being done.
How do I return an item purchased on a purchase order?
All returns, with exception of items purchased from Office Depot, should be handled by Purchasing. We will assure that the necessary paperwork is completed and that the return is handled properly.
When is a competitive bid required and how long will the process take?
Purchases between $1,000 and $10,000 required competitive price quotations when the competition warrants and can take anywhere from two days to one week. For purchases over $10,000, competitive sealed bids must be obtained unless covered by pricing agreements, State contracts, are a single source of supply, or a waiver of sealed bid is approved by the Vice President of Administration & Business Affairs. The sealed bid process takes a minimum of two weeks once the bid specifications are written and distributed to the vendors.
What is a “sole source”?
A sole source situation is one in which there is only one supplier for a specific product or service, and where a comparable product or service is not available. In order for a purchase to qualify as a sole source, the requesting department must submit a letter to Purchasing asking for a waiver of the sealed bid process. This memo should provide detailed information regarding why this request is unique and why it is not available from other sources. Upon approval from Purchasing, the waiver must also be approved by the Vice President of Administration & Business Affairs.
How do I handle emergency orders? How can I expedite my request?
We understand that emergency situations arise. When faced with an urgent need, please contact our office immediately and we will make every effort to assist you.
How do I pay for subscriptions or memberships?
Purchase orders are not issued for these services. To order subscriptions or pay for memberships, complete and submit a check requisition to the Office of the Controller for processing.
How can I get a copy machine for my department?
Generally, each department does not have their own copier. Copiers are strategically placed throughout buildings so that they may be used by several departments. Depending on the situation, some departments have their own copier. Copy machine requests may be made to Purchasing.