This procedure provides guidelines for individual purchase requests for more than $2,500 from vendors external to MUSC and detailed instructions for completing the Purchase Requisition. Note: Purchases less than $2,500 should be made using the Procurement Card whenever possible. See Procedure 6.2.02-1.

All purchases greater than $2,500 require at least three written quotations under state purchasing rules and regulations.  Exceptions are sole source procurments as defined in procedure 6-2.05 and emergency procurements as defined in procudure 6-2.06. 

If you have requirements for goods or services greater thatn $2,500 including freight, you will need to do the following:

• Purchases between $2,500 and $10,000 require three written quotations from qualified vendors.  Th department should obtain those quotations and forward them to the University Purchasing Department.
• Purchases between $10,000.01 and $50,000 require a Request for Quote  issued by the University Purchasing Department and advertisements in the South Carolina Business Opportunities Publication (SCBO).  Departments will need to provide specifications so that the University Purchasing departments will be able to generate this request.
• Purchases of $50,000.01 and above require formal written solicitations (Invitation for Bid  or Request for Proposal ) issued by the University Purchasing Department and advertisements in the South Carolina Business Opportunities Publication (SCBO).  Departments will need to provide detailed specifications so that the University PUrchasing Department will be apble to generate this request.
• See procedure 6-2.04 for purchases more that $250,000.

Purchases may be requested through the use of the Manual Purchase Requisition:Flowchart of the Purchase Requisition or by the electronic entry of this information into Smartstream or UMS. Note: The manual purchase requisition is being eliminated. Note: For electronic requisition entry, refer to Smarstream users guide.

1. Vendor/Address: Vendor name and address from which goods or services are to be ordered. Must include full vendor name, street address, city, state, and zip code. If there is a post office box, this too must be included.
2. Phone No.: Vendor telephone number and fax number.
3. Vendor TIN# or SS#.
4. Date Needed: Date needed by department.
5. Date: Date the requisition is typed.
6. Contact Person: Name of department business office coordinator contact person.
7. Ext.: Telephone extension of department contact person for the order in case the department needs to be contacted for any changes, problems, etc.  Fax number in order to send department a copy of the purchase order.
8. Center Name: Department name ordering the goods/service.
9. Bldg. & Rm#: Building, room number and post office box to which requesting department copy of P.O. will be forwarded.
10. Batch No.: Restricted for purchasing use.
11. Date: Restricted for purchasing use.
12. Bldg: Building name to which goods will be shipped.
13. Rm#: Room number to which goods will be shipped.
14. Dept: Department name to which the goods will be shipped.
15. Street Address: Street address to which goods will be shipped.
16. Zip Code: Zip code for building to which goods will be shipped.
17. Contact person: Delivery contact person in department.
18. Ext.: Telephone extension number for delivery person.
19. PO No.: Restricted to purchasing use.
20. Line: Line number for each line used for a description of articles to be ordered. Numbers must follow in sequential order (1,2,3,4,etc.).
21. MUSC Item Number: Restricted to Purchasing use.
22. Vendor Item Number/Description: Vendor?s item (stock) number and description, if available, it should be typed in this space. The stock number must be typed exactly as it is shown in the vendor's catalog or forms. It is important that all dashes, slashes, alphas, and numbers, etc. are correct. Description of goods/services to be ordered. If the description is an event, include the date the event is to take place
23. Quantity: The number of units to be ordered from the vendor.
24. UOM (Unit of Measure): The manner in which the goods are packaged, i.e., pack, box, case, set, roll, or each.
25. Unit Price: The price per unit is the dollar amount to be charged for one unit. The extended price for the line item is the amount equal to the quantity multiplied by the unit price. Note: Discounts MUST be taken from line item prices.
26. Total Line Amount: Quantity times unit price of line item = total line amount. Do this for each line item.
27. Subtotal: Total of all requisition lines per total line amounts before adding tax and freight, if applicable.
28. Tax: Use only if applicable.
29. Freight: Use only if applicable.
30. Total: The grand total of the order (requisition). All line items per subtotal plus tax and freight. If applicable = total cost of order. This will be a total of all item extensions.
31. Price(s) quoted by: Name of company representative who quoted price to the department contact.
32. Freight: Terms
33. FOB: Terms
34. Delivery: Terms
35. Warranty: Terms
36. Buyer Approval: Restricted to Purchasing use.
37. BC: Restricted to Purchasing use.
38. Date: Restricted to Purchasing use.
39. TA: Restricted to Purchasing use. Note: Funding may be split by entire requisition or line item.
40. Line#: Line number of the requisition, if splitting accounting by line item.
41. Alias: Use only if applicable per Smartstream Financial System.
42. Entity: entity for UDAK i.e., type of funding.
43. Account: Account number for commodity.
44. Unit: department identifier.
45. Project: Department project number identifier.
46. Rptg: designated department project reporting number for reporting purposes.
47. Year: use only if applicable.
48. BD#: Restricted to Purchasing use.
49. REF#: Restricted to Purchasing use.
50. Requested by: Signature of the person requesting the order.
51. Approved by: Signature of the authorized departmental representative.
52. Electronic Entry of Purchase Requisition in Smartstream , Refer to Smartstream on-line user guide.
53. If the purchase is for a capital item greater than $5,000, notate on the requisition whether or ot the item was budgeted.