Create a Requisition

• If you are unable to find the Supplier you are looking for, click the Write a Request button beside the search bar at the top of the Home Page, and start typing in the name of the Supplier you would like to make a purchase from in the Supplier field. If your Supplier does not show up in the drop-down menu, follow the steps below:

  1. Type in "Supplier - New" into the Supplier field.

  2. If your new supplier is a small business or an individual, you will need to submit a Determination of Worker's Status Checklist (found on the University of Alberta's Forms Cabinet), and add the completed and signed form to your requisition.

Step 4: Fill out the rest of the fields (Non Catalog Item Description, Commodity, Unit Price, Currency, etc.) and whenever possible, attach a document for reference (e.g., quote from a caterer, screenshot of Apple computer with part numbers, etc.). Purchases from Preferred Suppliers do not required a quote.

• Addition requirements for purchase of goods and services:

  1. Between $20,000 - $74,999:

     • A minimum of two supplier quotations are required unless the purchase is made from Preferred Suppliers or when a purchase relates to an existing contract renewal or extension. See the University of Alberta's Multiple Quote Process ($20K-$75K) webpage.

     • If a minimum of two quotes are not available, justification for purchasing through a single supplier must be provided. This reasoning (termed single or sole source justification) should be included when completing the Purchase Requisition for the order to proceed.

  2. $75,000 and above:

     • To be compliant with Trade Agreements and Legislation, purchases in this threshold (above $75,000 for goods and services or above $200,000 for construction) must be publicly tendered in a competitive bid process, and referred to PCM. See the University of Alberta's Competitive Bid Process webpage.

  3. A purchase from small businesses (unregistered) and individual contractors requires a contract in place prior to the commencement of work and the invoice being issued. Please ensure to complete and attach the most recent version of Determination of Worker’s Status Checklist form from Forms Cabinet to the Purchase Requisition along with any associated components (e.g. contractor proposal or price quotes). If an invoice has already been received, please attach to the Purchase Requisition and ensure a requisition is created first to initiate any future contracts.

  4. The requester is responsible for ensuring all goods or services are received in accordance with the initial contract and invoices are processed and paid after the goods or services are received.

Step 5: Once all applicable fields have been filled out, add the item to your cart by clicking Add to Cart. You can add several different items to your cart. Once each item has been added, you can proceed to the checkout by selecting the CART button on the top-right of the page.

Step 6: Fill out any blank fields such as Department, Room, and Building, and scroll down to the Cart Items section. Here you will be able to review each of the items in your cart, and enter a SpeedCode into the billing information.

• To add your SpeedCode, select the magnifying glass under SpeedCode - Account.

• Leave the Bus Unit and Account fields untouched.

• Start typing in your SpeedCode into the Speed Cd field and it should auto-populate the correct SpeedCode for you.

Step 7: Review all of the information to ensure that it is correct, and submit the Purchase Requisition for approval by clicking Submit for Approval.