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California State University, Long BeachCalifornia State University, Long Beach
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Internal Purchasing Information

Department Information

How to Submit a Requisition

Requisitions can be entered and approved using the on-line CMS purchasing system. Approved requisitions are available for processing by Purchasing the work day following requisition approval. Attachments can be forwarded under separate cover to the Purchasing Office. Departments can access the system to find out the status of their order including receiving data and invoice status.

To be authorized to do on-line requisitions, you must complete the CMS Finance Authority Application Form and attend the CMS ReQ Entry Class, FIS-5.

Requisitions submitted using the approved Department Requisition form need to include a reference number, chartfield information, and a complete and detailed description. After necessary administrative approvals, requisitions should be forwarded to the Purchasing Department. Justifications and adequate specifications should be attached to the department requisition.

Important Points

When ordering equipment, a detailed specification should be submitted with the requisition or identified and sent following submission of an electronic requisition. Specifications need to be general enough to obtain competitive bids and yet specific enough to obtain the required equipment. Lengthy specifications can be submitted on disk or attached to an E-mail. A supplier's product brochure is helpful. If a trade-in is included, please submit an approved property survey report with your requisition and specifications.

When justifications are required, be sure they are complete and specific. When filling in the "Date Wanted" blank on the requisition form, be specific and realistic. Purchases should be planned in advance in order to acquire necessary approvals and prevent emergency situations.

When recommending suppliers, it is important to give consideration to disabled veteran-owned businesses. A list of these businesses that are located in the area is available upon request from the Purchasing Department.

Subscriptions and memberships are processed only through the Business Office, using Direct Expense procedures.

Workshops

The Purchasing Department offers workshops to all interested CSULB employees. The workshops explain procedures and completion of forms and are intended to assist all departments in following and understanding procurement policies. For more information or to register for upcoming classes, please call the Purchasing Office at (562) 985-4296.

Requisition Documentation

Every purchase applying Best Value in making an award shall have documentation for audit purposes. The requisition documentation must include a statement of justification giving the reasons for a non-competitive award and include any price or cost analysis prepared.