The Purchase Requisition Form is a critical internal control document used in U.S. organizations to standardize and control the procurement process. It serves as the initial formal request for purchasing goods or services, requiring detailed information about the items needed, their specifications, estimated costs, and business justification. The form is designed to ensure compliance with both federal and state procurement regulations, as well as internal organizational policies. It typically requires various levels of approval based on the purchase value and type, creating a clear audit trail from request to authorization. The document is particularly important for maintaining budgetary control, preventing unauthorized purchases, and ensuring transparent procurement practices. Organizations use this form to initiate both routine operational purchases and strategic acquisitions, making it a fundamental tool in the procurement lifecycle.
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1. Requisition Information: Basic details including requisition number, date, department, and requester information
2. Item Details: Detailed specifications of requested items including quantity, unit price, description, and preferred vendors if any
3. Cost Information: Total costs, including unit prices, quantities, taxes, shipping, and other charges
4. Budget Information: Budget codes, cost center, and funding source details
5. Business Justification: Explanation of why the purchase is necessary and how it benefits the organization
6. Delivery Information: Required delivery date and shipping address details
7. Approval Section: Space for required signatures and approval routing information
1. Competitive Bid Information: Required when multiple vendor quotes need to be documented for purchases above certain thresholds
2. Environmental Impact Assessment: Required for purchases that may have environmental implications
3. Risk Assessment: Required for high-value or high-risk purchases
4. Sole Source Justification: Required when competitive bidding is not possible or practical
5. Emergency Purchase Justification: Required when normal procurement procedures are bypassed due to urgency
6. IT Security Review: Required for technology-related purchases that may impact system security
1. Vendor Quotations: Attached price quotes from vendors
2. Technical Specifications: Detailed technical requirements or specifications for complex items
3. Terms and Conditions: Standard procurement terms and conditions
4. Supporting Documentation: Additional documents such as product brochures, certifications, or compliance documents
5. Budget Authorization: Documentation confirming budget availability and authorization
6. Preferred Vendor List: List of approved vendors if applicable to the purchase
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