IS-1808 Purchase Requisitions

1. Introduction to Procurement

As established by Central New Mexico Community College (CNM) Governing Board Guide & Policy Manual, section 8.07 and the New Mexico State Procurement Code, CNM's Purchasing Office is responsible for the procurement of all items of tangible personal property, services and construction for the College. The Purchasing Office has been designated as the "central purchasing office," and the Senior Director of Purchasing has been designated as the “Chief Procurement Officer."  The Senior Director of Purchasing is responsible for promulgating procurement rules, policies and procedures for the College, subject to the approval of the President or designee.

It is CNM’s policy to process all purchase requests for goods and services using one of the following two methods:

1. Purchase order (PO) processed by CNM’s Purchasing Office
2. Procurement Card (P-Card)

Departments should never request or accept goods and/or services without an approved purchase order or p-card. CNM's policy encourages the use of on-campus sources such as the CNM Book Store and Duplicating & Postal Center. All requests for the purchase of goods and services from off-campus sources, except those purchased by procurement card must be requisitioned by the requesting department using Workday.

CNM policy and the New Mexico State Procurement Code require competitive procurement for goods and services above specified dollar limits, unless the commodities are procured under existing contracts such as GSA/SPD Contracts or are exempt from competitive procurement outlined by the New Mexico State Procurement Code.

The Purchasing Department is responsible for soliciting formal quotes, bids, and proposals and for issuing purchase orders. Departments are responsible for obtaining informal/budgetary quotes for all purchases.

Except as otherwise provided in the Procurement Code, that Code applies to every expenditure by state agencies and CNM for the procurement of tangible personal property, services, and construction.

This procedure explains the use, preparation, routing and approval of purchase requisitions as they relate to the Purchasing Office.

2. Purchase Requisition General Information

2.1. A purchase requisition is a request for the procurement of goods and services. Once approved, it must be converted into a purchase order, which is then approved and emailed to the vendor by the CNM Purchasing Office. The PR should include a description of the physical or functional characteristics or the nature of items of tangible personal property, services, and/or construction. Specifications may include a description of any requirement for inspecting or testing, or for preparing items of tangible personal property, services or construction for delivery. The department must request budgetary quotations to submit with the purchase requisition with the exception of blanket purchase orders.

2.2. All approved purchase requests are generally processed on a first come, first served basis. For requests requiring rapid response, the requesting department should send an ASAP processing request to the buyer in Workday. This is can be done in the Activity section of the purchase requisition.

2.3. Emergency procurements shall be made in accordance with state law. (NMSA 1978, § 13-1-127). The Senior Director of Purchasing or a designee must provide a written determination for any emergency purchase.

2.4. All completed purchase requisitions, with required approvals, are routed through Workday to the Purchasing Office.

2.5. The department requester must upload all relevant documents such as budgetary quotes and service agreements.

Support Materials

• Governing Board Guide & Policy Manual, Section 8.07
• PR Training Materials

Reference Materials

• New Mexico State Procurement Code