What is a Purchase Requisition?
In order to receive goods and/or services, Faculty and Staff at McGill must issue a purchase requisition in McGill MarketPlace (MMP) describing the required goods and/or services, the quantity, the unit price and delivery requirements. Once the electronic requisition has received both local and central approvals, Procurement Services will issue an official McGill Purchase Order and send it to the supplier.
How do I issue a Purchase Requisition?
A purchase requisition must be issued through the McGill MarketPlace (MMP). MMP may be used for goods and/or services of any value.
After-the-Fact purchase transactions are detrimental to the University in the following ways:
A purchase order is the only legal commitment to spend University funds on purchases
- After-the-Fact POs violate the university’s purchasing policies
- Auditors will note an “after the fact” purchase as a violation of procurement rules
- They contribute to reducing public trust when we don’t follow our own rules
- They can end up being the personal obligation of the individual who ordered the goods or services and incurred that obligation
They place the University at contractual, financial and credit risk:
- They bypass the University's encumbrance requirement
- They create risk of duplicate orders and/or payments to the supplier
- They compromise controls set in place to eliminate unauthorized payments to suppliers
- They result in supplier contracts with unfavorable terms and conditions accepted by University personnel that, when not respecting the procure-to-pay cycle are not authorized agents of the University
A purchase order ensures that procurement rules have been followed for the purchase and that budget funds have been properly approved
- After-the-Fact POs typically bypass competitive bid requirements
- They typically occur with non-contracted suppliers and result in higher than necessary costs paid for products and services
They create supplier payment issues
- They can lead to credit hold by suppliers and problems for other departments and units on campus
- They cause unnecessary administrative effort for all staff involved with their reconciliation
Are there Granting Agency specific requirements to be followed?
Certain Granting Agencies do have specific requirements when submitting MMP requisitions:
- CFI (the Canadian Foundation for Innovation) requires that a copy of the MMP requisition be printed and signed by the fund financial manager (FFM or PI as they are commonly know). This is not necessary if the FFM is submitting the cart. MMP requisitions can be printed by using the printer icon on the top right of the screen before "Placing Order". A copy of the signed requisition must be attached to the MMP cart prior to "Placing Order".
- NSERC equipment purchases must be accompanied by a quotation regardless of the value.
What is a Standing Order?
A Standing Order is used if you have recurring business with a supplier. It stipulates the total estimated orders during the 12-month period ending to coincide with the fund’s year end (e.g. April 30th for operating funds, March 31st for Tri-council research grants).
- Require supporting documents such as quotations and agreements which must be forwarded to Procurement Services for review prior to issuance;
- Establish a corresponding encumbrance;
- Are subject to the same signing authority stipulated in the signing authority by-laws
- Are automatically closed (and any residual encumbrance cancelled) at the end of the 12-month period, and re-established in the new year if applicable;
- May not be issued to vendors having a hosted or punchout catalog on MMP.
What are the restrictions on MMP?
Under the following conditions, you cannot use MMP:
- Supplier who does not accept Purchase Orders (use a PCard)
- In-store purchases (use a PCard or submit a Reimbursement of Expense Form as your last option)
- Payments to public and health institutions, such as hospitals, universities, granting agencies and government (use a Payment Request form)
- Conference or course registration fees (use a Reimbursement of Expense Form)
- Subscriptions (use a PCard)
- Payments to individuals for living and clothing allowances (use a Reimbursement of Expense Form)
- Subject fees (use a Payment Request form or Reimbursement of Expense Form)
- Institutional advances and transfers relating to research grants (use a Payment Request form)
- Travel & Entertainment (use a Reimbursement of Expense Form)
On February 14, 2011, Procurement Services stopped processing Purchase Orders for all requisitions below $10,000.00 issued through MMP. Instead, the system will generate a PO automatically once the requisition is approved locally and centrally (Auto POs).
As Procurement Services does not have the opportunity to intervene prior to issuance of the PO, it is important to note that this increased autonomy demands more accountability at the local level. Consequently, Fund Financial Managers or their Approval Delegate must be more vigilant when approving their orders, insuring that pertinent information has been added to the requisition (i.e. full description of goods and/or services, quantity, unit price and any special instruction, etc.). It is also equally important that the Proper Procurement Cycle be respected at all times.
For further information on this automation, please contact feedback.purchasing [at] mcgill.ca (Procurement Services.)