Requisition Process

Initiating and using a requisition with the intention of making a purchase.


A requisition is the first step in creating a purchase order. A requisition is required to generate a purchase order and is required for purchases over $5,000 but can be issued for purchases under $5,000 as well.

Setting up a Blanket Order for an on-contract vendor

A Contract Blanket Order is issued to establish an account with a specific external vendor for the purchase of specified commodities based on a competitive bid, or for items determined to be exempt from competition by the authority of a waiver. Please see “Setting Up an Blanket Order to a vendor NOT on contract” which is describes in the next section.

Departments must order only commodities covered by the account code. There is no dollar limit per release unless stipulated in the referenced contract, waiver or bulletin.

Contract Blanket Orders for printing are issued only for departments with delegated authority to purchase printing.

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Procedure

Request a Contract Blanket Order by completing an external requisition through the external requisition generator in My UW and routing it through normal approval channels. The contract, bulletin, or waiver number should be noted in the item description entered on the requisition.

Contract Blanket Orders are issued for $1.00 in situations where no exact commitment is being arranged, e.g. for “as needed” purchases. To split funding on a variable blanket order each line of funding should be for $1. If there are three splits, the total amount on the requisition would be $3.

Setting up a Blanket Order for a vendor not on contract

A Blanket Order is issued to establish an account with external vendors or with other State of Wisconsin agencies or municipalities for the purchase of similar commodities, supplies or services not covered by a contract or waiver.

Note: No single transaction or release against a blanket order may exceed $5,000.00.

Blanket orders are NOT issued for printing except for allowable items under the $50 per transaction.

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Procedure

Request a Blanket Order by completing an external requisition through the external requisition generator in My UW and routing it through normal approval channels.

Blanket Orders are issued for $1 in situations where no exact commitment is being arranged, e.g. for “as needed” purchases.

Determine the beginning and ending dates of the blanket order (make sure to fill them in on the requisition).The blanket order may be issued for a maximum of 12 months. Departments should not place a release prior to the beginning date or after the expiration date.

General Program Revenue (GPR) funded by 101 through 119 or 150 funds, must expire at the end of the state fiscal year, June 30. Any other funding sources may overlap state fiscal years but may not exceed 12 months or the ending date of the funding source.

Departments may begin to purchase using the blanket order after the purchase order is shown as printed on the Purchasing Services Purchasing System Inquiry. The department should provide the vendor with the complete 13-digit blanket order number, verify the ship-to address and provide a contact name and phone number at the ship-to address.

Handling Continuing Order Requisitions (CORs)

A Continuing Order Requisition (COR) is provided to enable you to renew your expiring blanket orders. Roughly 3 months before the end date on your blanket order, a new requisition is generated and loaded for you in the external requisition generator. This requisition has a new number, contains the same product or service information from your previous order and has appropriately advanced the beginning and ending dates of the order to cover the next 12 month period. Once completed, it should allow you to continue to order and receive the products/services specified on your blanket order without interruption.

Each month, once the new orders are populated in the external requisition generator, a COR summary sheet is sent out for each department to the departmental contact. The summary sheet lists the old and new requisition numbers, vendor, total amount, funding, shipping address, and the first line of the order description for every order expiring in the next 3 months. The electronic information about each individual COR listed on that sheet has been loaded for you in the external requisition generator.

Purchasing Services automatically generates CORs and distributes summary sheets monthly and for the June 30 fiscal year ending date. You will not receive a summary sheet unless you have orders expiring in the next 3 months.

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Fixed vs. Variable Blanket Orders

CORs for Fixed Blanket Orders will be encumbered for the exact dollar amount. CORs for Variable Blanket Orders will be encumbered for $1.

To split funding on a variable blanket order each line of funding should be for $1. If there are three splits, the total amount on the requisition would be $3.

Procedures for CORs

The external requisition generator will include the amount spent to date for the previous requisition number. This amount will also appear on the printed copy of the requisition. If there has been limited or no activity on the previous order, please do not renew your COR. Instead, consider whether the products or services listed on the requisition can be obtained from ShopUW+ or by using the Purchasing Card. If the amount spent exceeds $25,000, Purchasing may contact you regarding opportunities for contracting for the goods or services purchased.  If you don’t want to renew your COR, simply ignore the entry on the summary report and take no further action.

To renew a COR and generate the paper copy for signature follow these steps on the Creating CORs document (PDF).

Contact

Find Purchasing Services

Purchasing Services
21 N. Park Street
Madison, WI 53715

Call Purchasing Services

(608) 262-1526