Tip: Don’t download the form to your desktop in case there are changes/updates to the form
Purchase Requisition Number
The Purchase Requisition Number is assigned to the department by the Procurement & Payment Services Office upon request.
Email: procurement@brockport.edu for those numbers.
When following up on Purchase Requisition status, please reference this number!
To be completed by Department Section
| Field | Input |
|---|---|
| Date | Date |
| Department | Name of ordering department |
| Account # | Account Number encumbering the funds (Please make sure funds are available before ordering) |
| Individual Ordering | Person requesting the order |
| Bldg/Room to Deliver to | Building and room number must be listed |
| Contact Person | The person that will be contacted by buyers with any questions |
| Contact person’s email | |
| Vendor Name & Address | Suggested Vendor (Subject to change before order is complete) |
| Vendor Contact Name & Email Address | Important - please provide the vendor’s contact information |
| Authorized Account Signature | Every purchase requisition must be signed by an authorized signer for the account number listed above before submission to PPS |
| Authorized VP Signature (Over $2,500) | The VP must sign before submission to PPS for any order over $2,500 |
Item Purchase Table
Include a complete description including part/model number, quantity needed and estimated price. Each requisition must include justification of purchase, vendor, and reasonableness of price. The more details the better!
Be mindful to tab or click to the next line in the description box before the font shrinks and becomes unreadable.
Example:
| Item No. | Description | Quantity | Unit | Unit Price | Total Amount |
|---|---|---|---|---|---|
| 1. | Dry Erase Board - Model #MLPA - Size 24” x 48” | 5 | ea | $10.00 | $50.00 |
| 2. | Installation for Dry Erase Board | 1 | lot | $250.00 | $250.00 |
Submitting the Purchase Requisition
- Once completed send to procurement@brockport.edu
- Please send all documents combined into one PDF (including but not limited to quotes, supporting emails, vendors Substitute W-9 or anything else you may have collected)
- If information is missing, this may be sent back to the department to be corrected which will cause a delay.
Vendors Substitute W-9’s
New York State (NYS) must obtain each vendor’s Taxpayer Identification Number (TIN) to report income paid to an individual or organization. The NYS Office of the State Comptroller uses the Substitute Form W-9 to obtain certification of the TIN to ensure accuracy of information contained in its payee/vendor database. We ask for the information on the Substitute Form W-9 to carry out the Internal Revenue laws of the United States. Any payee/vendor who wishes to do business with New York State must complete the Substitute Form W-9. Substitute Form W-9 is the only acceptable documentation and must be filled out in its entirety or payment will be delayed.