A Requisition is not a legally binding document. A requisition is the recognition of a need for a good or service within a department. Approval of a requisition by a budget holder is the agreement that the need should be satisfied
and that the budgeted funds are available. The approved requisition is an authorization to the Procurement Services group to purchase the specified materials or services.
The Purchase Order or the fully executed contract is the document that legally binds the university. A purchase order or fully executed contract is the purchaser’s offer to purchase and authorization used to formalize a purchase transaction
with a supplier.
After-the Fact (ATF) purchases happen when university departments order goods or services directly from a supplier without issuing a requisition or using a p-card. This results in delayed or rejected payment to the supplier. ATF purchases violate Pennsylvania procurement law, cause embarrassment, and frustrate suppliers. They can be avoided by planning purchases in advance and involving Procurement Services prior to any order placement.
No contract can be implemented or any supplies, services, or construction be accepted or work begun on any contract not processed, executed, and approved by legal counsel.
Emergency Contracts are permissible in circumstances that are a threat to public health, safety, and welfare.
Sole Source implies that there is only one person or company that can provide the contractual services needed. A bid process would result in that one person or company able to meet the need.
Prohibited Contract Clauses