Online Purchase Requisitions

A purchase requisition is required for purchases of $5,000 or more and must be submitted electronically through Banner. Employees with the appropriate Banner access may create and submit requisitions.

Before Submitting a Requisition

  • Obtain the required written quote or quotes in accordance with the College’s procurement policies and procedures.
  • Confirm that you have Banner access and permission to use the appropriate FOAP (fund-organization-account-program).
  • Enter the most appropriate commodity code, when applicable. View commodity codes
  • Record the requisition number on the quote and all supporting documentation.
  • Email the quote and supporting documentation to procurement@lafayette.edu.

The approved quote will be attached to the purchase order issued to the vendor.

Helpful Links

Instructions for creating and reviewing requisitions

Request Banner or FOAP access

Finance and Business forms

Approving Online Purchase Requisitions

After a requisition is submitted, Banner routes it to the appropriate approvers based on the FOAP, purchase amount, and type of purchase.

If a finance document is awaiting your approval, you will receive a daily email reminder. To review and approve a document, log in to Banner Self-Service and follow the Instructions for Approving Documents.

Requisition creators may also use the Approve Documents function to disapprove a requisition they submitted. This returns the requisition to “In Process” status so it can be reopened, revised, and resubmitted.

Tracking Online Purchase Requisitions

  1. Log in. Open Banner Self-Service.
  2. Open the document search. In the Finance section, select View Document.
  3. Select the document type. Choose Requisition.
  4. Locate the requisition. Enter the document number, which begins with “R,” or search by selecting the Document Number button.
  5. Review the status. Select View Requisition to review the document or Approval History to see who has approved, denied, or has not yet reviewed it.

The Process for Purchase Orders

A purchase order must be issued by following these steps:

  1. A faculty/staff member identifies a buying need. The faculty/staff member may ask the Procurement Services Office to identify sources, develop procurement descriptions or specifications, obtain quotes from potential suppliers, and share the information with the department. Or the department can perform these sourcing steps themselves
  2. The faculty/staff member completes a Requisition form using Banner Self Service.  Any quotes or single/sole source justifications should also be submitted at this time. The internal account (FOAPAL) to which the cost should be charged must be included. Once approved by the department and/or division head, the form will be forwarded to the Procurement Services Office. See “Approving in Banner Self Service” for how to approve a requisition.
  3. The Procurement Services Office processes the Requisition in accordance with College policies, procedures,  and bidding thresholds. The Procurement Director will review/approve requisitions regarding the appropriateness of source, price, sole source justifications, etc.
  4. Requisitioning Department should request a completed IRS Form W-9 from any vendors with whom the College has not done business previously.
  5. When approved by the Procurement Director, a draft Purchase Order is created.  When the Purchase Order is approved and finalized, it is released to the supplier and a copy is provided to the originating requestor. The funds are then shown as encumbered in the associated line (FOAPAL) of the department’s budget.
  6. The product or service is delivered to the requester. The requestor will receive a copy of the Invoice and must notify the Accounts Payable Office accountspayable@lafayette.edu that the goods were received by completing all the information, signing, dating, and getting the proper approval form prior to sending to the Accounts Payable for processing.   AP will issue a check to the Vendor.