1. This is a step by step tutorial of how to fill out the Purchase Requisition Form.

2. $$.$$
1. Begin by filling out the total dollar value of the order (write in above the $0.00).

3. $$.$$
Today’s Date
2. Begin by filling out the date of request, which would be today’s date.

4. 3. Fill out the name of your Student Organization.
$$.$$
Today’s Date
Student Organization
3. Fill out the name of your Student Organization.

5. $$.$$
Today’s Date
Student Organization
Student Name
4. The requested by name should be the member of your club who is able to answer any/all questions regarding the purchase being made.

6. $$.$$
Today’s Date
Student Organization
Student Name
Contact #
5. The contact number should be of the student who is the point person of this order.

7. $$.$$
Today’s Date
Student Organization
Student Name
Contact #
Date Needed
6. Date required is the date the order is needed by. Please note that requests must be made 2+ weeks in advance.

8. $$.$$
Today’s Date
Student Organization
Student Name
Contact #
Date Needed
“Purchasing this item for this event on this date from this company.”
7. The description should be filled out specifically to what is being ordered. Please note what the items are, what they are being used for and where they are being purchased.

9. $$.$$
Today’s Date
Student Organization
Student Name
Contact #
Date Needed
“Purchasing this item for this event on this date from this company.”
“See attached quote”
8. Also in the description box, write in “see quote attached” and attach the quote from the company- along with minutes and any artwork being used.

10. “See attached quote”
9. Fill out this next section with information of the vendor. All of this information can be found on the attached quote.

11. “See attached quote”
Number found on W-9
10. FEIN Number. If your organization is using a company that our university has not purchased items from in the past, you must ask them for their W-9 form, which will then include this number. If we already have their W-9 on file (just ask us) leave this blank.

12. “See attached quote”
Number found on W-9
Total order amount
11. This is the amount of the total that is priced out on the quote from the company.

13. “See attached quote”
Number found on W-9
Total order amount
Name of Company
12. The name of the company is who will be receiving the final payments.

14. 13. The address is the mailing address of the company.
“See attached quote”
Number found on W-9
Total order amount
Name of Company
Mailing address of company
City, State and Zip of company’s mailing address
13. The address is the mailing address of the company.

15. “See attached quote”
Number found on W-9
Total order amount
Name of Company
Mailing address of company
City, State and Zip of company’s mailing address
Name of Sales representative
14. This is the person who will be receiving the Purchase Order number.

16. “See attached quote”
Number found on W-9
Total order amount
Name of Company
Mailing address of company
City, State and Zip of company’s mailing address
Name of Sales representative
Contact number of representative
15. The phone number is the direct phone number of the sales representative, the person who will be receiving the purchase order number.

17. 16. The fax number is where the Purchase Order will be sent.
“See attached quote”
Number found on W-9
Total order amount
Name of Company
Mailing address of company
City, State and Zip of company’s mailing address
Name of Sales representative
Contact number of representative
Fax number of representative
16. The fax number is where the Purchase Order will be sent.

18. XBAM##
17. The club’s index # is one of two options. Each club has a fundraising and budget account.
XBAM## = Budget
XFUN## = Fundraising

19. XBAM##
18. The amount should reflect the price written in Total Dollar Value above, and cannot exceed the amount motioned in your minutes.

20. XBAM##
Student Signature
MM/DD/YY
19. The club member who is the point person for this order (or whoever has been designated to sign paperwork) will sign on the requestor/treasurer line.

21. Student Signature Advisor Signature
XBAM##
Student Signature
MM/DD/YY
Advisor Signature
MM/DD/YY
20. The club advisor MUST sign this form on the Advisor/Hall Director line.
The Purchase Request cannot be approved without the advisor’s signature.

22. 21. Remember to attach the quote from vendor, minutes from club, and any artwork being processed.