Please be detailed on the requisition lines. The description field should include a specific description of your item, product numbers, pertinent information to the supplier, names of travelers, dates, and pre-payment notations. In addition, the vendor information must be included in the FMS requisition, unless the document is going through the District bid process. If quotes are required, please attach the quotes to the requisition. For information on quote requirements, please read Procurement Requirements.
FMS - Create a Requisition
All FMS requisitions go through an approval process, and are routed through the respective VP's area before ending up in the Fiscal office. The Fiscal office is the final approver on requisitions, and turns them into limited purchase orders (not to exceed $5,000.00). Purchase orders greater than $5,000.00 are processed by a District buyer.
Note: Checks are to be mailed directly from Accounts Payable and will not be returned to campus. Travel reimbursements and advances are exceptions. You may forward documents to be attached to the payment. However, if the payment is electronic, you will have to email the vendor with documentation.
Types of FMS Requisitions
Blanket Requisitions are used for small commodity type purchases that are bought often, such as maintenance and office supplies; or for routine services, such as monthly repairs or service agreements. The campus Fiscal office can create blanket PO's, up to $5,000. However, a single item cannot exceed $1,000 due to capital threshold restrictions.
Goods are for tangible items, normally received through the college's Receiving department. These items will go through an on-line receiving process by the Receiving department. If (by chance) the items are sent directly to your department, please notify the Receiving department. Also, please include separate requisition lines for tax and shipping costs. These lines should be set up as service-dollars (see below). If the price of the items do not include shipping, please note this on one of the requisition lines.
Service-Dollars are for services, prepayments, and items that will not be received through the Receiving department - such as fees, dues, honorariums, team advances, reimbursements, subscriptions, etc.
Note: Backup documentation is needed for all purchases and must be attached to the requisition. For prepays or team advances, please (specifically) note this information in the description line of the requisition.
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