Entering a Vendor Requisition

 

Description

How to enter a vendor requisition.

Explanation/Steps

Federal Grant Requisition Guidance – 2 CFR 200.320:

-Please reference FAQ – 2 CFR 200.320 (link to external federal website)

All methods of procurement using federal grant funds including procurement by micro-purchases, small purchases, or noncompetitive proposals must adhere strictly to the guidelines of 2 CFR 200.320. All documentation as outlined in 2 CFR 200.320 must be present in Skyward with your requisition. If you have additional questions about 2 CFR 200.320, please contact the business office.

Federal Grant Requisition Guidance – Suspended or Debarred Vendors:

- Please reference FAQ - What is the SAM list for Suspended or Debarred vendors?

If this requisition is being made is using a federal grant fund (Any fund 4000 – 8000) you must first check the U.S. Department of Labor’s SAM website to ensure the vendor is not suspended and or debarred by taking the following steps.

https://www.sam.gov/portal/SAM/?portal:componentId=0c0d95d1-a020-4d5d-9f91-4020bd008cb3&interactionstate=JBPNS_rO0ABXc0ABBfanNmQnJpZGdlVmlld0lkAAAAAQATL2pzZi9mdW5jdGlvbmFsLmpzcAAHX19FT0ZfXw**&portal:type=action##11

1. Click "SEARCH RECORDS" tab
   
   In the search bars type in the Entity name or using an exclusion search term, Duns & Bradstreet number (DUNs) and/or the Entity Commercial and Government Entity (CAGE) code. You can only use one search bar at a time to search for records. Individuals are not assigned a DUNs number or CAGE code. When checking for a debarred individual, conduct the search by typing the name in the top bar.
   
   Click "SEARCH" to retrieve a list of results. Entities with "Exclusion" listed in purple are currently debarred, while those labeled "Entity" in green do not have exclusions. In the right upper corner of the webpage, click one of the three buttons (PDF, Export CSV, or Print) to export or print the search results.
   
   Click "VIEW DETAILS" to view SAM’s information about the entities. 1. Entity Overview, 2. Entity Records, 3. Core Data on the Entity, 4. Assertions, 5. Representations and Certifications, 6. Point of Contact Person and 7. Whether the entity exclusions are active or inactive.

Please Note YOU MUST ATTACH PROOF the vendor is not suspended or debarred to the requisition as a pdf.

Line Items Above $2,500:

Regardless of whether you are making a requisition using Federal or State/Local funds, any purchase line item over $2500 must have at least three quotes attached to support the best pricing for that item. If the item is from a sole source provider, you only need to attach the sole source letter to your requisition in Skyward must be attached

Entering a Vendor Requisition -

1. Go to www.mccsc.edu
   
   
2. Click on Employee Info Access
   
   
3. Login
   
   
4. Click on Purchasing
   
   
5. Choose Requisitions
   
   
6. Click on Add
   
   
7. Add in a Brief Description (This could be the Quote and/or Invoice #)
   
   
8. Type in Vendor Key
   
   
9. Type in Ship To: (This is normally your school name and location)
   
   
10. Click on Save and Add Detail
    
    
11. Select Merchandise
    
    
12. Set Quantity
    
    
13. Unit of Measure (This is usually EACH)
    
    
14. Set Unit Cost
    
    
15. Click Save
    
    
16. Repeat steps above to add additional merchandise
    
    
17. Add Narrative (You usually put in a narrative, of quote or invoice #)
    
    
18. Click Save
    
    
19. Add Narrative (SEE ATTACHED)
    
    
20. Click on Attachments at the top
    
    
21. Add File
    
    
22. ATTACHMENT or QUOTE (Description: ATTACHMENT or possibly QUOTE)
    
    
23. View attachment, Go back to Main Screen
    
    
24. Back
    
    
25. Click Add Requisition Accounts
    
    
26. Enter in Account Number(s), and set percentage or amounts
    
    
27. Submit for Approval

Team to Contact

For additional information or questions, please put in a Help Desk ticket.