Purchase Requisition and Approval Process

The High Value Purchase Requisition form must be approved by a Dean, VP, SVP or the President. The Dean, VP, SVP or President may designate only one person (preferably the budget officer) in their area to coordinate the submission of this form and the receipt of approval. Approval requests should be submitted at least 2 weeks in advance of making a commitment or ordering goods.


Approval and Signing Authority Policy can be found here.

Purchasing Policy can be found here.



CALARTS

CALARTS

HIGH VALUE PURCHASING REQUISITION FORM


The CalArts High Value Purchasing Requisition Form is required for purchases/contracts/leases whose one-time and/or costs are $5,000 or greater. This form shall be completed with the following stipulations in mind:

•Purchases/contracts/leases cannot be split into multiple transactions to avoid these thresholds;
•A submission of quotations from a minimum of three (3) vendors that offer the service/product; and
•A justification for the selection of the proposed vendor over its competitors.

This new process is intended to benefit CalArts by exploring alternatives that may be more economically and functionally feasible, taking advantage of the competitive environment, and using the variation in purchase/contract/lease terms to negotiate pricing before committing to multi-year contracts. All submissions require approval from a supervisor and Dean/VP/SVP. You must receive approval prior to any purchase or contract commitment.


Please have your Dean/VP/SVP (or designated appointee) submit this completed form, along with the three uploaded quotations. If these purchases are related to technology or facilities, CAIT/Facilities reviews will be required, and your request will be routed accordingly.



REQUESTER NAME*
REQUEST DATE*
REQUIRED DATE*
Is this a one-time or ongoing expense? Ongoing expenses include annual service fees, licenses, subscriptions, etc.*
Has enterprise/bulk pricing been considered?*
If ongoing and appropriate, have multi-year contracts been considered to reduce costs?*
PROPOSED VENDOR NAME
PAYMENT METHOD*
Please enter the GL code above
Is there budget available in the above GL to cover the requested service/product?*
eg: Savings from different account, gift, etc.
Upload Quote 1
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Upload Quote 2
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Upload Quote 3
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DEPARTMENT DESIGNEE SIGNATURE and REQUISITION NUMBER

Requisition Number should be the department number followed by next sequential number of requisitions within the department. (i.e. 46-01)
PAYMENT METHOD*
DEPARTMENT DESIGNEE NAME*
Use your mouse or finger to draw your signature above

DEAN/VP/SVP APPROVAL

TYPE OF PURCHASE (check all that apply)*
Is this requisition approved by the Dean/VP/SVP?*
Dean/VP/SVP Name*
Use your mouse or finger to draw your signature above
Date/Time*

FACILITIES SIGNATURE

Do you approve this requisition?*
Facilities Name*
Use your mouse or finger to draw your signature above
Date/Time*

CAIT SIGNATURE

Do you approve this requisition? *
CAIT Name*
Use your mouse or finger to draw your signature above
Date/Time*

FINANCE/CFO SIGNATURE

Do you approve this requisition?*
Controller Name*
Use your mouse or finger to draw your signature above
Date/Time*
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