Frequently Asked Questions (FAQs)
What is a Purchase Requisition?
A Purchase Requisition is what the requesting department submits for authorization to spend University funds and authorizes Purchasing to place the purchase encumbering University funds.
Where do I enter a Purchase Requisition?
Your ReqMaster will process the Purchase Requisition in Banner
Can I use a requisition number to start a project or place an order?
No. Suppliers may not begin work or process a transaction without a purchase order.
Can I sign a contract with a supplier?
No. The Purchasing Department and VP level or above are the only employees with delegated authority to sign contracts.
How do I request an amendment/change order to a PO?
You can request an amendment or change order via an email to the appropriate buyer.
What is a Standing Purchase Order (PO)?
A Standing PO is issued to certain vendors that provide goods or services each month. A standing purchase order issued is in effect from July 1 to June 30 of each fiscal year.
What if the item I need is only available from one source?
Single and sole source purchases are allowable only when substitutes are deemed unacceptable through a formal evaluation process. They are to be used for POs over $10,000.
It is necessary to submit a sole/single source justification letter that includes objective and technical justifications as to why an item is available from only one source.
Are there Granting Agency specific requirements?
Yes. A granting agency may require the university to purchase goods or services from a designated vendor. Some award sponsors have “buy-America” and related export control purchasing restrictions. Contact Grants and Contracts Accounting at (208)282-3899 about this, as notes will be on file.
What is the process for purchasing goods or services from a foreign vendor?
Any transaction involving a non-U.S./international vendor should be cleared by the Export Control Office. While the majority of international vendors are cleared, some are barred from receiving funds from ISU and the United States. Send your vendor information to email@example.com, or call ECO at (208) 282-1336. See Foreign Supplier Purchasing under "Purchase Orders/Reqmasters, Plan & Buy" for more details. Complying with this requirement maintains ISU’s qualification to receive sponsored funds from federal sources.
In general, when is a bid necessary?
An informal bid is required on orders between $10,000-$249,999, over $250,000 is considered a formal solicitation.
I've already received pricing estimates—does Purchasing still need to quote?
For purchases over $10,000 it is necessary for Purchasing to issue a quote. You may attach quotes to your requisition and they will be used for reference.
Why did my shipment deliver to Central Shipping and Receiving?
Carriers have been instructed to stop at Central Shipping and Receiving, where materials are identified and designated for final delivery.
Can invoices be submitted via email?
Yes, to firstname.lastname@example.org.
What do I do after-the-fact?
It is against State and ISU policies to encumber university funds without the issuance of a purchase order.
Idaho State University
921 S. 8th Ave., Stop 8110 Pocatello, ID 83209
Administration Building, Room 114
Monday-Friday 7:30 a.m. to 4:00 p.m. MT
Requisitions to encumber FY 2019 funds are to be received by Purchasing Services:
- No later than March 15 if value of the purchase is $250,000 or greater,
- No later than May 3 if the value of the purchase is less than $250,000.
- Grant funded requisitions requiring delivery of goods by the end of June must be received by Purchasing Services no later than March 15.
The last day to create Purchase Orders for FY2019 is June 14. Items ordered for FY 2019 must be received by Jun 28, 2019.
P-Card purchases to encumber FY 2019 funds are to be completed by the following dates:
- To place order... no later than June 14
- Orders must be received... no later than June 25
- P-Card holder must reconcile... no later than June 25
- Final P-Card approval... no later than July 8