HOW TO COMPLETE A MANUAL College of Charleston Request Form

The preferred method of purchase requisitioning is through the use of the FRS Purchasing System. Use of the manual method delays processing. The College of Charleston Request Form is a multi-purpose form available from the Accounts Payable office. These instructions are for using the form as a Request Form. As this form is used for the commitment of funds, it is numbered for auditing purposes. It is vital that all requested information be filled in. Incomplete forms will be returned without processing to the requesting department via campus mail. The expeditious ordering and receipt of goods or services can be delayed due to incomplete information.

1. DATE PREPARED: Self-explanatory

2. DATE REQUIRED: Enter the date goods or services are required. If left blank, routine action will be provided. ASAP is not an acceptable required date and will be treated as routine.

3. FROM: Fill in suggested vendor (if known), leave blank for requests that must be competitively bid or when the source is unknown.

4. TO: Department making request. Requesting individual should include their name, phone number, and building name and room number where goods (if applicable) are to be ultimately delivered.

5. REQUESTING DEPARTMENT ACCOUNT NUMBER: Required on all requisitions, include object codes. Object codes must reflect the product or service, not the budget area you wish the funds to come from. If more than one account is indicated, signatures are required approving expenditure of those funds. Only accounts with fund administrator signature will be charged.

6. QUANTITY: Number of units requested.

7. UNIT OF ISSUE: Identify the type of units, each, lot, dozen, etc.

8. DESCRIPTION: BE EXPLICIT; complete description of item. Use manufacturer's part number and/or catalog number when possible. Be as exact as possible. Give size, dimensions, color, packaging. List only one item per line. Use as many lines as necessary to explain and/or describe. Include any special instructions. Use additional forms if necessary.

9. UNIT PRICE: Include on each line that has a quantity. Give either the correct price if known, or your estimate and/or budget if unknown.

10. EXTENSION: Quantity times unit price for each item.

11. TAX: The College must pay State Sales Tax or Use Tax on all goods purchased. The rate for the College is 6 percent. Total of goods times .06 equals tax.

12. ESTIMATED TOTAL: Total of all goods, services, shipping and handling, installation and taxes.

13. APPROVED BY AUTHORIZED FUND ADMINISTRATOR: Before Procurement can process your request, the authorized fund administrator for each account being charged must sign.

The listed items are the minimum necessary. Additional paperwork, that is part of the request, should be included, i.e., specifications, bid sheets, written quotations, approvals, etc. Please staple all attachments to the form.