This section directs Business Units on the use of the requisition to streamline and standardize the purchasing process.
In the Statewide Financial System (SFS), Business Units use the requisition to:
Begin the contract process with a Contract Type Requisition,
Initiate a request to purchase goods or services from a Preferred Source vendor or a Centralized Contract vendor with a General Purchase Type Requisition, or
Process and Transaction Preparation:
Requisitioners should follow Office of General Services’ (OGS) Procurement Guidelines when purchasing goods or services. For additional information on the New York State procurement process, please refer to the New York State Procurement Guidelines.
Preferred Source, Centralized Contracts and Discretionary Purchases
Online Business Units
Business Units should use a General Purchase Type Requisition to initiate purchases from (i) a preferred source, (ii) a centralized contract, and (iii) vendors for discretionary purchases.
For purchases from centralized contracts, Business Units must reference the contract ID on the requisition.
If using the Citibank Procurement Card (PCard) as the payment method for a preferred source, centralized contract, or discretionary purchase, the requisitioner should select the Use Procurement Card checkbox and applicable masked PCard number from the drop down list on the requisition.
The ordering address on the requisition carries over to the purchase order. If there is more than one ordering address maintained for the vendor, the requisitioner is responsible to select the correct address on the requisition.
OGS is expanding the Item Master in SFS to include non-emergency related items. The Item Master provides the state with enhanced business intelligence about the types of goods and services Business Units’ purchase. The Item Master is a repository of items that provides buyers with a standardized list of approved items, rather than using description based ordering. Items in the Item Master have standardized nomenclature and attributes, such as units of measure. When purchasing items that are included in the Item Master, the requisitioner should select these items from the Item Master for input onto the requisition.
Customers of the Business Service Center (BSC)
In addition to the guidance provided above, Business Units that are customers of OGS’ Business Services Center (BSC) should follow BSC Guidance for purchases related to preferred sources, centralized contracts and for discretionary purchases. Specifically, the BSC requires that Business Units use a requisition to begin the purchasing process. Business Units should contact the BSC for further information on processing requisitions.
Bulkload Business Units
Business Units will not use a SFS requisition for preferred source purchases, centralized contract purchases or discretionary purchases. Business Units should follow their internal guidance for beginning the purchasing process. Bulkload Business Units initiate the purchasing process in the SFS with a purchase order.
Business Unit Contract Purchases
Online Business Units
Business Units must use the Contract Type Requisition to initiate the procurement contract creation, submission, and approval processes for all Business Unit Contracts. The requisition serves as the funding reservation to pre-encumber funds and reduce the Business Unit’s available budget balance.
All procurement contract types that require funds reservation prior to establishing an obligation will require the use of a requisition to pre-encumber the amount of funds required in accordance with the Office of the State Comptroller’s (OSC) encumbrance policy. For additional information regarding OSC’s encumbrance policy, please refer to Chapter XI, Section 2.C - Contract Funds Reservation of this Guide.
Bulkload Business Units
Business Units will not use a requisition to create a Business Unit contract; instead, Business Units will bulkload a contract document into the SFS. These contract documents must include a Procurement Contract Header, Procurement Contract Line(s) and Procurement Contract Distribution information. The SFS systematically creates and/or updates a requisition once a Business Unit bulkloads in a Procurement Contract Line that has been marked “Include for Release” in the bulkload file.
Business Units should refer to Chapter XI, Section 1– Procurement and Contract Management Overview and Policies of this Guide for additional information about procurement contracts in the SFS.
Guide to Financial Operations