For non-facility orders in excess of $2,000, a completed and approved requisition must be forwarded via campus mail, faxed, or emailed to the purchasing department for the creation of a Tufts purchase order. Requisitions in excess of $10,000 must also be accompanied by source selection documentation as required by government and Tufts policy. Throughout this document, terminology for charging goods and services is derived from Tufts official accounting system (PeopleSoft). Reference and use of Project/Grant coding is not solely limited to project and grants and can refer to and is also used for awarded contracts.
- Supplier Name and Address
Include the supplier's complete address including email address if available and the name of the person with whom the order should be placed. This information is helpful if the order needs to be changed or there is a problem with the order. It is also helpful to have the name of person responsible for generating the invoice in case there is a discrepancy between the price the supplier quoted and the amount of the invoice.
- Ship to Address
Provide the supplier with a complete address. Include the school or faculty, street and city address, department and/or sub-department, laboratory, room number, and the name of the person receiving the order
- Account – Dept-ID – Project/Grant
Provide the ACCOUNT of the category classification that this order will be charged to. (e.g. 5411 – General Office Supplies or 5130 Temp Help). Accounts are used in conjunction with Dept-ID’s and Projects/Grants (if applicable). The Purchasing Department can assist with determining the correct account designation if desired.
Provide the department id (DEPT-ID) of the department that will receive the charge for the ordered goods or services.
Project/Grants are internal or externally funded activities normally the result of grant or contract awards to the University by the Federal or State Government Agencies or private organizations.
- Purchase Order Number
The purchase order form may reference a purchase order number. A purchase order number is the one reference point common to the requisitioner, departmental purchasing, and the supplier, and is an effective tool for tracking the purchase from the ordering through payment processes.
- Confirming/Original Orders
To avoid duplicate shipments, a purchase order should indicate whether the order is confirming (the order has already been placed with the supplier by phone, by fax or in person) or the order is original (the purchase order is the only vehicle used to transmit the order to the supplier).
- Date Required
Be as specific as possible. Avoid using ASAP, Urgent or Immediately. These instructions leave the actual delivery date up to the supplier.
- Body of the Requisition
The order to be placed should be described in as much detail as space permits. Specify exact quantity, unit of measure, catalog number, description, unit price and extended price. Refer to and attach supplier quotation if applicable.
Inside delivery and installation information should be included here, particularly if furniture or a large piece of equipment is being delivered and installed
- Requisitioner's Name/Signature/Extension/Date
Indicates the person requesting the goods or services along with contact information To be valid a requisition must be signed and additional signatures may be required to fulfill department and Tufts signature approval policies.
- Approved By Authorization Signature
An individual that has signing authority for the Dept ID Project/Grant that is being charged for the goods or services must provide a signature. If the requisition amount is $5,000 or over, authorization from your school's budget and fiscal officer is also required (and SPA approval for all grants $5,000 and above)
