A Purchase Requisition is required to initiate the process for each original purchase, or for any change orders required, regardless of the value of the purchase. The Purchase Requisition form is available on-line from the Procurement Services or Accounting Office web site at niu.edu. The Purchase Requisition may be completed on-line or a blank form may be printed and completed later. All forms should be completed on the computer or typed to ensure accuracy. No handwritten forms should be submitted.

It is critically important that all information be provided completely and correctly. In the “Description” window the first words should identify succinctly what is being purchased. For example, words such as “printer,” “computer,” or “software” would be seen first, as appropriate. This helps to identify specifically what is being requested to correctly classify the procurement.

Before entering information on the Purchase Requisition, save it as an Excel document. Each required window of the Purchase Requisition form includes explicit instructions for completion. The instructions are behind the form and may be seen by placing the cursor on the triangle in the upper right corner of each window. Completing the document correctly is made easy if the directions provided are followed.

Once the Purchase Requisition is completed, it must be signed by a person(s) authorized to incur expenditures against the organizational fund(s). If a Purchase Requisition is submitted to the Accounting Office with incorrect or unauthorized signatures, or is incomplete, it may be returned to the originating department for correction. It is important that each Purchase Requisition is checked for accuracy and completeness before forwarding to the Accounting Office. Once checked and approved by the Accounting Office, the Purchase Requisition is forwarded to Procurement Services.