Requisitions: Internal and External

Internal Requisitions: must be requested from the Accounting Office.

Internal requisitions are used in the following circumstances:

  1. To reimburse for supplies or services provided between departments or grants.
  2. To transfer funds between grants and departments.
  3. To purchase supplies from the Bookstore.

When submitting an Internal Requisition, the following information must be provided:

  1. The name of the ordering department or grant.
  2. The number of the ordering department or grant.
  3. The name of the supplying department or grant.
  4. The number of the supplying department or grant.
  5. A description of the item purchased or service provided.
  6. The amount of the item or service. Usually there are no taxes charged on goods or services supplied internally - the primary exception to this is the Bookstore.
  7. The signature of the signing authority.
  8. The name of the person requesting the goods or service.

Distribution of the coloured copies should be:

  • Yellow: Accounting Office
  • Green: Ordering department
  • Pink: Supplying department

External Requisitions: must be requested from Accounting Office.

External requisitions are required when goods are being purchased off campus. In this case, an Official Purchase Order is necessary and an external requisition is used to request the issuing of a Purchase Order. (Refer to section on Unauthorized Purchases.)

External requisitions are also used to request the issuing of a cheque to reimburse an individual for goods or services rendered or to request a cheque for petty cash.

The following information must be recorded on an external requisition:

  1. Name of the ordering department or grant.
  2. Number of the ordering department or grant.
  3. Name and address of the supplier (company)
  4. All relevant information pertaining to the items ordered.
  5. Do NOT include taxes - the Purchasing Department will do this.
  6. Signature of the signing authority.
  7. If reimbursement is requested, original receipts for all purchases must be attached.

For further information on Purchase Orders, contact the UPEI Purchasing Department at (902) 566-0624.