Requisition Process

Requisitions (RQs) are internal electronic forms used by NOCCCD to establish purchase descriptions, price, method of funding, etc. An RQ is not a Purchase Order (PO). A PO is a legally binding contract between a vendor and the District. Do not place an order, promise an order, or otherwise authorize the purchase of goods or services without a PO. This may make you personally liable for payment to a vendor.

Detailed, online RQs must be submitted by the requesting department with all the proper approvals. Any supporting documentation, such as quotes, proposals, order forms, etc., must be sent to the Purchasing Department.

A purchase must be made via the requisition process detailed below. Purchase of a product or service must not occur prior to issue of a PO unless there an emergency. In the event of an emergency, the item or service must first be approved by Purchasing prior to making the purchase.

Steps To Process an RQ

1. Prepare the RQ — Please ensure you're assigning the correct Buyer to your RQ by entering that the appropriate Commodity Code. The RQ should include:
   1. Document Text
      1. Vendor representative name, phone number, address
      2. Quote information
      3. Justification of RQ
   2. Item Text
      1. Name of item or service
      2. Description of item or service
      3. Item or Part Number/Model
      4. Dates of Service (for service-related RQs)
      5. Authorized Signatures (to be located on the last line of the last commodity item)
   3. Commodity Lines
      1. Place each individual item on its own individual line item.
      2. In the event that the single item is made up of multiple items, you may use one commodity line and list the accompanying items accordingly.
   4. Shipping Information
      1. To be entered on the "Ship To" page
      2. Please input the room number and receiving person's name into the "Attention To" section.
      3. Note: All Cypress College RQs must include a building number.
2. RQ is approved — RQ is reviewed and approved by the Department Authorized Approver and the campus Budget Officer. RQ is then routed to District Accounting for approval. Note: information technology-related RQ is routed to District Information Services (IS) for approval
3. Source/PO Creation — Once approved, the RQ is routed to Purchasing to be processed into a PO. Copies of the PO are distributed as follows:
   1. Original copy to vendor
   2. Pink copy to Accounts Payable Department
   3. Blue copy and supporting documentations are kept with Purchasing file 

RQ to PO Processing Time

The time it takes to process a RQ to a PO is dependent on the complexity of the PO and how long it takes to go through the departmental approval path. Once the RQ has been approved by District Accounting, the RQ will appear in Banner as "Approved." The RQ must show a status of "Approved" in order for the Buyer to process the RQ into a PO.

Invoice Processing

Upon receiving the invoice, the Accounts Payable Department verifies that the amount does not exceed the amount on the PO. A copy is then made and forwarded to the original to the requesting Department Manager for signature. An invoice amount that exceeds over 10% of what is specified in the PO or is greater than the specified PO amount by over $250, will require submission of a new RQ for a change order to the PO in order for the invoice to be processed.