Frequently Asked Questions

Is the University sales tax exempt?

  • The University is exempt from Utah State sales and use tax.  Our tax exempt number is 11843640-002-STC.  This number is printed at the bottom of all Purchasing Cards and Limited Purchase Checks.  Vendors may require a copy of our exemption certificate.  A copy of this certificate can be downloaded by clicking the link below.  You will need to fill in the Name of the Seller and the Date.
  • Exemption Certificate for Governments and Schools

What is a requisition?

  • A Requisition is a request created by a department for Purchasing to create a Purchase Order. A Requisition is not a Purchase Order and should not be treated as such.
  • In order to comply with UVU policy, a requisition must be approved and a purchase order completed prior to ordering any materials or services.

How do I check the status of my requisition?

  • You can use the Banner screen FOIDOCH.
    • Enter the Requisition number and Next Block.
    • A Blank Status means the requisition has either not been completed or it has been denied. A “C” means that the requisition has been Completed but not approved. An “A” in the status means that it has been approved and forwarded to Purchasing. An “X” means that the requisition has been Canceled.
    • When creating a requisition, make note of your Requisition number before clicking “Complete,” so you can utilize FOIDOCH.
  • See Banner Simulations and Documents.

My requisition shows status ‘C’. How do I check what approvals are required?

What do I do if I have entered a requisition and need a PO now?

  • Check to see if the requisition is approved. If the requisition has not been approved, check the necessary approvals and contact the individuals who need to approve the requisition. Once the requisition has been approved, contact the appropriate buyer or the purchasing main line at 8301 and we will do what we can to help you.

Can a requisition be changed after it has been completed?

  • A Requisition can be changed prior to being approved by the final approver. If it has been completed it must first be denied before it can be changed. Once a requisition has been fully approved, it cannot be changed.
  • See Banner Simulations and Documents.

Can changes be made to a Purchase Order after it has been approved by Purchasing?

  • Changes can be made to a Purchase Order after it has been approved by Purchasing. Simply use the Change Order Request Form on the Forms tab. All change order requests are reviewed and approved by the appropriate buyer. Once your request has been reviewed, you will be notified of our actions.

Can I use the default description of the Commodity Code when creating a requisition?

  • DO NOT use the default description of the Commodity Code. Erase the default description and enter your own detailed description. Use Item Text if the description of the item is too long for the field.

Can I create a Requisition and get a Purchase Order to pay an individual?

  • Any service received from a company must be procured using a purchase order.
  • Any services from an individual must be procured using a Contractual Service Agreement. Payment is made on the Independent Contractor Request for Payment form found on the Finance webpage under Banner Forms.

What should I do if I don’t know the exact dollar amount of the items I would like to purchase?

  • When creating a requisition, include accurate quantities and unit prices. If you don’t know the exact dollar amount of the items you would like to purchase, please make an educated guess.

How should I indicate items that are free on my requisition?

  • If there are items on your order that are free, please list them in Document Text. Do not include $0.00 commodity lines or FOAPAL/Accounting lines. If a $0.00 line is entered, your requisition may not process into a purchase order. If a $0.00 line is created by accident, you can remove the line by selecting Remove from the Record menu or by pressing Shift-F6 on the keyboard. Note: You may need to enter a U/M, QTY, and Unit Price before Banner will allow you to remove the $0.00 line.

How do I indicate that I need a standing order, or open PO, on my requisition?

  • If a standing order, or open PO, is needed, please indicate it in the Comments field of your requisition.

When can I use a Sole Source procurement?

  • Sole source procurement may be used if a product or service is only available from a single supplier or for compatibility reasons.
  • If you are claiming your order is a sole source, please indicate this in the Comments field of your requisition. You will then need to fill out the Sole Source Justification Form, have it signed by your department head, and send it to the Purchasing Office (MS 188). We will research your request, and if it is found to be a sole source, we will get the proper VP approval. Note: Sole Source procurements over $50,000 must be advertised for 10 days.

What should I do if the vendor I want is not listed in Banner?

  • When creating a requisition, if you are unable to find a vendor through a database search, please enter the vendor information in the requisition. You can use the Vendor, Contact, and email fields on the vendor screen. Please include all vendor information, including: company name, address, phone number, and fax number.

Is the University exempt from sales tax?

  • The University is exempt from Utah State sales tax. The University’s sales tax exempt number is 11843640-002-STC.

What is the policy regarding bids?

  • If the total purchase, including freight charges, will exceed the small-dollar threshold, a solicitation for quotes/bids must be submitted to multiple vendors for competitive bidding. This policy applies to any purchase regardless of fund source.
  • Please include enough detail in the requisition to allow Purchasing to proceed with the bid process. You can also include a list of vendors that you would like us to include in the bid process in Document Text. (Note: Purchasing may include other vendors in the bid process.)
  • See Purchasing Thresholds
  • See Preparing Specifications and Scope of Work

If the items I want to purchase are available on State Contract, is a bid needed?

  • If you are using a current State Contract, a bid is not required for the purchase.
  • See Utah State Contracts

If we don’t have time to do a bid, can I just do two requisitions so the amount will be under the bid threshold?

  • The Utah State Procurement Code states that it is unlawful to artificially divide a procurement to avoid an established threshold. This includes submitting more than one requisition, making multiple transactions with a P-Card or LPC, or otherwise dividing the procurement.

I have changed my mind and no longer want to place an order. What should I do?

  • If a purchase order has been created, the order must be canceled with the vendor. Contact the vendor and cancel the order. Once the order has been canceled, send an e-mail to the buyer that processed the PO and list the PO number, reason for the cancellation, and verification that the order has been cancelled with the vendor.
  • If a PO has not been created, cancel the requisition.

What do I do if I want to change the vendor on a PO?

  • Send an e-mail to the buyer that processed the PO and list the PO number, the new vendor information, and reason for the change. The buyer will work with you to complete the change.

What do I do if I receive an invoice?

  • Send all invoices to Accounts Payable (MS 109), ap@uvu.edu.

What do I do if I receive my order placed with a PO directly from a vendor and not through the Receiving department?

  • Send an e-mail to receiving@uvu.edu. In the e-mail include the PO number and a list of the items received. Attach any proof of delivery documents, such as a packing slip, to the e-mail.

What do I do to pay a vendor for services performed that were ordered with a PO?

  • Send an e-mail to receiving@uvu.edu. In the e-mail include the PO number and a statement indicating that the services have been rendered. Attach any proof of services rendered, such as a signed document, to the e-mail.