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Q: How long does it take to process a purchase requisition?
A: Processing should take approximately 7 – 10 days unless more information is needed
from the requesting department/vendor. If responses are not immediate, the processing
time increases.
Q: What if I have an emergency and I cannot wait for processing?
A: If the requisition has all the required information and funds are available, an emergency
purchase order number can be generated.
Q: When I order toner or cartridges, is that a commodity or contractual?
A: Toner and cartridges are commodity items because these items are replenishable (consumable)
products.
Q: Who do I contact if I have not received my order within 4 weeks?
A: Contact the buyer listed on the purchase order for further instructions.
Q: What if I was not satisfied with the services provided by a vendor?
A: Convey this information to the buyer listed on the purchase order. The buyer will
make reference to these comments and evaluate whether other alternate vendors should
be considered.
Q: What if our department is splitting the cost of a product with another department?
A: The requisition should show each of the fiscal officer’s signatures, the account numbers
and the amount to be applied to each number also where product should delivered.
Q: What if our department already received the merchandise prior to completing the purchase
requisition?
A: Nothing should be ordered without a purchase order (this jeopardizes our ability to
pay the vendor in a timely manner). But should this occur, the requisition should
reference “received” to avoid duplication and all invoices must be attached and approved
for payment at this time also.
Q: Can I avoid completing several purchase requisitions if I know in advance that out
department makes numerous orders from the same vendor throughout the fiscal year?
A: When purchasing receives the requisition it will be stamped as an unauthorized purchase
requiring the President or your Vice President’s approval.
Q: If I need to rent a vehicle for CSU business, what would be needed besides my approved
travel authorizations?
A: Can I avoid completing several purchase requisitions if I know in advance that out
department makes numerous orders from the same vendor throughout the fiscal year?Yes,
a standing order can be requested for commodities or contractual services only (not
equipment ).
Q: If merchandise needs to be returned what should I do?
A: A requisition with the names of the travelers, your destination, the type of vehicle;
attach the vendor quote, and an affidavit form for valid driver’s license of the driver(s)
and a certificate of insurance stating Chicago State University Board of Trustees
as the coinsured.
Q: How soon should a grant be in the Purchasing Department before the grant’s ending
date.
A: Use the Return Merchandise and Shipping Memo Form.
If the return is a result of vendor’s error: the item received is damaged, defective
or incorrect because of the vendor’s error, contact the vendor to find out what procedures
must be taken to return the goods to the vendor and obtain a return authorization
number.
If the return is a result of CSU error: If there is an error on the purchase order
(whether it is the direct result of an error by your department or the purchasing
department) we should return the item to the vendor within a reasonable time. Most
vendors will not accept goods held for more than 30 days and may also charge a restocking
fee. The buyer for that purchase order must be contacted as soon as possible.
Please do not request that central receiving pickup your return before a Return Merchandise
and Shipping Memo form has been prepared and approved.
Return the completed form to the buyer referenced on the purchase order. The buyer
will review and sign off on the form then forward applicable copies to central receiving
for pickup of the items to be returned.
How soon should a grant be in the Purchasing Department before the grant’s ending
date.A minimum of seven (7) working days before the grant’s ending date.
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