312 RequisitionInternal Request for Goods, Equipment, and Services

312 RequisitionWhat is it?

A 312 Requisition is the document used to initiate a purchase of goods (supplies or capital equipment) or services for the University through Corporate Purchasing. The 312 Requisition is not a Purchase Order. All commitments of funds must be made on official purchase orders.

How do I obtain them?

To obtain blank 312 requisition forms for ordering, you will need to order the forms online from our Forms Supplier, RR Donnelley and their Custom Point website. You can register to order on line using the Supplier On Line Ordering (SOLO) Registration form. Contact Cari Allardice (249-7710) at RR Donnelley for training on the Custom Point Website.

How do I complete it?

The departmental requestor should complete the requisition including the required sections/fields noted in red. The next several screens will provide additional detail in filling out the required fields and sections of the 312 requisition. Please note that incomplete requisitions will be returned and will delay your request.

Where do I send my completed 312 Requisition for processing?

Completed requisitions (send the blue and keep the yellow copy) should be submitted to Purchasing by fax at 273-1241, intramural mail at Box 278901 or email Helpdesk_Purchasing@urmc.Rochester.edu

312 Requisition

Suggested Supplier:

If you know the supplier you want to purchase from, complete the name and address information including a contact (if you have one) and phone and fax number. If the suggested supplier is unknown, you can leave this blank and Purchasing can source the item for you.

If Protected Health Information (PHI) such as patient name or other identifiable information or Personal Information (PI) such as SS# or DOB is being provided to or will be accessed by the supplier, this needs to be disclosed on the form as additional follow up regarding security of this information is required.

New Supplier Requests

If the request is for a new supplier that has not done business with the University or any affiliates previously, they will need to complete the University’s Supplier Qualification process.

Upon receipt of a requisition for a new supplier, Purchasing will initiate the Supplier Qualification Process https://www.urmc.rochester.edu/purchasing/supplier/qualification.cfmwith the supplier. Depending on the responsiveness of the supplier, this can be completed with one day, several days or weeks. This process is intended to mitigate risk to the University by having the supplier sign and accept the University’s terms and conditions as well as provide proof of University insurance requirements.

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Ship To Dept:

This section must be fully completed even if a service is being provided and products are not being delivered to you.

All fields of information should be included (do not include abbreviations to your department name) to assure you receive delivery of your order.

Please Note: The delivery address for orders delivered to Strong Hospital is 575 Elmwood Avenue (Receiving Dock)

If the ship to information is incomplete it could result in delays in processing of your request.

Quotes or Pricing Obtained:

If you received pricing or a quote from the vendor, please note who you verified the pricing with and attach the quote to the requisition.

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Patient Care Item?

Patient care items refers to supplies that come in contact with the patient and are utilized in performing care for the patient.

To help ensure patient safety and consistent practice, only approved and medical grade supplies can be ordered by providers or staff members for patient care use. According to hospital policy, Supply Chain Operations-Value Analysis reviews products intended for patient use If the box indicating the supply is intended for patient care use is checked, additionally a signature from Value Analysis http://sites.mc.rochester.edu/departments/supply-chain-management/ must be obtained by the requestor prior to submission to Corporate Purchasing.

All hospital users, EXCEPT for Clinical Engineering, Pharmacy, Clinical Labs, and Food and Nutrition Services are required to indicate whether or not the item(s) ordered are intended to be used for patient care.

312 Requisition

A Supplier Price Justification Conflict Information Form (SPJCI) is required to accompany the 312 requisition for all purchases that meet the following criteria:

• Sole Source (no other company with known capability, proprietary or patented product/service)

• Cost exceeds $25,000

• Grants, Contracts & All Federal Funds >$25,000 or single source

• Whenever a perceived or actual Conflict of Interest, per the University’s policies, exists. https://www.rochester.edu/working/hr/policies/pdfpolicies/113.pdf

312 Requisition

The Supplier Price Justification Conflict Information Form (SPJCI) can be obtained on the Forms Bank of the Purchasing Website https://www.urmc.rochester.edu/purchasing:

https://www.urmc.rochester.edu/purchasing/documents/SPJCI_000.pdf

Note: Page 3 is only required if the purchase request exceeds $150,000

See Supplier Price Justification Conflict Information Form (SPJCI) Training Guide for details on how to complete this form.

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Item/Service Requested:

Identify the item or service you are looking to request including catalog number, quantity, unit of measure, description and cost and desired delivery date. (Note: Be specific on the desired delivery date and do not reference “ASAP”)

Supply Requests

If your request is for a supply item and it is a patient care item, it will require approval from Value Analysis. If the item exists in our Pathways Materials Management (PMM) system and you know the item number assigned, identify that on the requisition otherwise identify the supplier catalog number, quantity, unit of measure, description and cost of the item(s) you want to purchase. If you received a quotation from the vendor send it with your completed requisition.

312 Requisition

Service or Blanket Order Requests

This form of purchase order is useful for departments that have repetitive supply needs from a single supplier. It is essentially a form of an open account which is limited in terms of the items which can be ordered, who can place the orders, the period for which it is to be open, and the total amount which can be ordered.

To purchase supplies or a service and request the setup of a blanket order, identify the following additional information on the requisition:

• Not to Exceed Total (this is an estimated amount you intend to spend but is not a commitment of actual spend with a supplier)

• Start Date

• End Date

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Blanket Order Renewal

If you have an existing blanket order (purchase order for repetitive supply needs from a single supplier), you will receive a notification from Purchasing (see example below) 90 days prior to the expiration of the blanket purchase order to request if the order is to be renewed.

If you are planning to renew the blanket order, please complete all required fields and include the PO Number that is being replaced.

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Consultants/Independent Contractor Requests

Consultants and Independent Contractors may be engaged when:

The required knowledge or expertise is not available at the University, or—

The required knowledge or expertise exists but may not be available to the department, or—

The services are only required for a one time task and short period of time.

Consultant/Independent Contractor relationship may exist if: The individual or firm is engaged to independently perform a specific task or

service for a stated rate or total fee.

The individual or firm is solely responsible for determining the manner and details of performance.

The University defines the final result or end products only.

The individual or firm may elect to perform the required activities on or off-site.

If you are requesting the services of a Consultant/Independent Contractor, please refer to Purchasing’s Website for additional forms that are required to be completed and submitted with the 312 requisition.https://www.urmc.rochester.edu/purchasing/how-to-purchase/purchase-orders.cfm#Consultant

See Consultant/Independent Contractor Training Guide for details on how to complete the required forms.

Note: This paperwork should be submitted at least four (4) weeks prior to requesting or starting services.

312 Requisition

Capital Purchase Requests

If you are requesting to purchase Capital Equipment, you will be required to follow the appropriate Capital Equipment process as denoted by Divisional Finance prior to submitting your requisition

to Purchasing. Please confirm with your Divisional Finance Officer

the appropriate approval process and forms required.

Any capital equipment that is requested for evaluation or is being provided at no charge requires a completed 312 requisition and a purchase order issued.

Please include any quote you receive for capital equipment with your 312 requisition to Purchasing. In addition, any capital purchase that is for a Sole Source (no other company with known capability, proprietary or patented product/service) or is greater than $25,000 requires a completed Supplier Price Justification Conflict Information Form

Upon receipt of the capital requisition in Purchasing, clinical capital requisitions are reviewed and signed off by a Capital Review Board (members include Purchasing, Clinical Engineering, University IT, ISD) prior to processing.

312 Requisition

Requestor:

The person initiating the request must complete this section. This person will receive a copy of the completed purchase order emailed to them upon completion and submission to the vendor.

312 RequisitionSignature Approvals:All approvals (including CAPITAL) should be obtained prior to submitting requisition to Corporate Purchasing in accordance with department, division and University of Rochester Signature Policy (www.Rochester.edu/admin/finance/signature Requestor and Approver MUST be different signatures. Approvers must be administrative personnel with authority to commit funds to the account being charged and at a higher level position than the person they are approving the purchase for. If the name and title are not printed and the signature cannot be identified, the requisition will be returned. Please note that upon signing the requisition, you are agreeing to the statement above the signature section.

A. Value Analysis Approval - All purchase requisitions for patient care items must be approved by Value Analysis (SMH, Box 618/ HH, Box 63)

B. Department/PI (Principal Investigator) Approval – Principal Investigator or Department Administrator responsible for the account being charged. Print name and title.

C. Division Approval – Purchases totally more than $50,000 including Amendments increasing the current PO total ?$50,000 require approval of the appropriate Dean, Director or Chair.

D. Senior Administrative Approval – Senior VP, CFO, etc. as appropriate ((see signature authority memo at www.Rochester.edu/admin/finance/signature

CAPITAL APPROVALS:A. A. SMH APPROVAL – All purchase requisitions for capital equipment over $1,000

charged to SMH Capital Account must be approved by SMH Finance, Box 612 (submit CAPITAL Request Form)

B. B. MEDICAL CENTER APPROVAL – All purchase requisitions for capital equipment over $1,000 charged to a medical center capital account must be approved by a Medical Center Divisional Finance Officer.

C. C. HIGHLAND APPROVAL – All purchase requisitions for capital equipment over $1,000 charged to Highland Hospital capital account must be submitted to Highland Hospital Finance by the department administrator

312 Requisition

Cost Center/Account Number:

A valid cost center (departmental account number) must be provided even if the purchase is at no cost.

University of Rochester Purchases

For University of Rochester purchases, a valid Company (CM – 3 digits) Financial Activity Object (FAO – 8 alpha numeric characters) and Spend Category (SC – 6 alpha numeric characters) need to be provided. See example below:

CM010 OP211111 SC61000

Multiple accounts can be listed and can be split based on a percentage or dollar amount.

Highland Hospital Purchases

For Highland Hospital purchases, a valid Department Number (3 digits) and Sub Account (7 digits) number must be provided. See example below:

741 4415344

Multiple accounts can be listed and can be split based on a percentage or dollar amount.

312 Requisition

Where do I send my completed 312 Requisition for processing?

Completed requisitions should be submitted to Purchasing by fax at 273-1241, intramural mail at Box 278901 (send blue copy and retain the yellow for your records) or email Helpdesk_Purchasing@urmc.Rochester.edu

Please be sure all required fields (in red) are completed and all appropriate documentation (i.e. Supplier Price Justification Conflict Information Form, Consultant/Independent Contractor Forms, vendor quotes, etc.) is attached.

In addition, please make sure appropriate signatures are obtained on the requisition prior to submitting it.

Incomplete requisitions and/or missing documentation can contribute to a delay in processing of your request.

312 Requisition

What can I expect after Purchasing receives my Requisition?

Purchasing will review your requisition upon receipt and will verify it is complete with all appropriate information, approval signatures as well as supporting documentation (i.e. vendor quote, Supplier Price Justification Conflict Information Form). Depending on the purchase, a contract may need to be negotiated, pricing benchmarked or a bid initiated before the purchase order can be issued to the vendor. Upon submission of the PO to the vendor, you will receive a copy of the purchase order emailed to you. See complete PO Life Cycle for additional information.

Questions or further assistance needed?

If you have questions or need further assistance on completing the form, please contact Customer Service at 585-275-2002.

Step 1: Requestor submits requisition to Purchasing

Step 2: Requisitions are logged into Requisition Tracking

Database – An email is sent to the requestor to confirm the

requisition has been received by Purchasing

Step 3: Requisition is given to Purchasing Assistant (PA) to

validate that all information is provided and is correct. If it is a new supplier, they are contacted

to complete the Supplier Qualificaton Process.

Step 4: Requisitions are reviewed (pricing benchmarked, bids issued

if applicable, contracts negotiated) by Purchasing

Managers

Step 5: Customer Service Team composes the order and transmits it to the vendor. A copy of the PO

is emailed to the Requestor

Step 6: Vendor fills the order and ships product to the location

where it is received and delivered to the end user

Step 7: AP receives invoice and pays PO via 3-way Match (PO,

Receipt, Invoice)

Step 8: If invoice and PO do not match it becomes an invoice

discrepancy and requires further follow up and approval prior to

payment