32 Miss. Code. R. 22-1.3.1 - Purchase Requisitions

A MDRS Request for Purchase (MDRS-FIN-1) form should be completed for all goods and services requested except for those available through the MDRS supply warehouse. The following are required fields of information to be supplied by the requesting office:

* Treasury Fund

* Organization Code

* Program Code

* Quantity

* Ship to... (THIS CANNOT BE A POST OFFICE BOX)

* Contact person (Contact person and "ship to" person may be different names.)

* Phone number of contact person

* Name of requestor and supervisory approval (must be signatures-not typed)

* Description--be as specific as possible to prevent delay in processing

* Vendor name - IF KNOWN, BUT NOT REQUIRED

You may order supplies from more than one fund or organization on one MDRS-FIN-1 by using separate lines on the form, with a limit of four per requisition.

After completing the MDRS FIN-1, it should be forwarded to the proper "approving level". Remove the back copy and keep for your records. The Purchasing Office is to receive two copies of the requisition.

The purchasing office provides purchase order numbers by phone for routine service calls for repairs to copiers, typewriters, etc. However, a MDRS FIN-1 must be completed with the purchase order number given by the purchasing office and placed in the PO# box located on the FIN-1. Forward the FIN-1to the purchasing office after all signatures has been obtained.

The requestor will receive a copy of the purchase order. This is the receiving report. Receiving information is printed on the bottom of the purchase order form and is a vital part of the process of paying for the goods ordered. When goods are received, the information is to be completed and the receiving report sent back to Finance with the packing slip and invoice if sent with the merchandise. In the event of partial shipments, make a copy of the form and forward to Finance noting dates and amounts received. The copy should be retained until the order is complete and then forwarded to Finance.

Some of the receiving reports are being sent out by email as an attachment. Print a copy of the email receiving report, sign and return to the purchasing office once merchandise is received. If the "ship to" name and person to receive the receiving report names are different then put the name of the person who should be sent the email at the top of the FIN-1.

Please note that if the shipping personnel and/or address are different from the requestor -- it is the responsibility of these two parties to coordinate and send the proper information to the MDRS Finance Office.

The Finance Office then matches the purchase order, receiving report, and original invoice. These three items begin the process for payment to the vendor.

Please contact the MDRS Finance Office if you have not received a copy of the purchase order issued on behalf of your requisition within three weeks from the time you forwarded the documentation to the office.

For state and federal auditing purposes, the Finance Office requires that a "receiving report" be completed for all purchase orders issued with the exception of monthly payments such as rent, janitorial contracts, maintenance agreements, etc. DO NOT COMPLETE A RECEIVING DOCUMENT FOR ITEMS ISSUED FROM THE MDRS WAREHOUSE. It is your responsibility to notify the Finance Office if you have not received your goods or services within 45 calendar days.

All invoices will be mailed DIRECTLY to the Finance Office after they are verified and signed. DO NOT HOLD INVOICES IN YOUR OFFICE! Send the original and two copies of the invoice from the vendor to the Finance Office.

Notes

32 Miss. Code. R. 22-1.3.1