Chapter 2 – Fiscal Management

22030.5.1 Intra‑Office Requisition Data Requirements

• The intra-office requisition data requirements are as follows:

  • Area of “Intraoffice Requisition”

    • Agency billing code-to be entered by the requester or purchase office staff.

    • Location – to be entered by the purchase office staff.

    • Contract/delegation number – enter the appropriate number found on state contracts state price schedules, or the unit’s delegated purchase program number.

    • Ship to – enter unit and person to which themerchandise or services are to be delivered.

    • Bill to – to be entered by the purchase office staff.

    • Date – enter the date the requisition is prepared by the requester.

    • Agency order number – to be entered by the purchase office staff.

    • To: (firm address) – enter name, address, and phone number of the vendor contact person who shall receive the order.

    • Vendor number – enter the appropriate number. If the vendor number is unknown or unavailable, leave blank and fill out small business code and ethnic code.

    • Small business (S/B) code – enter the appropriate information. If a vendor number is not available, do not leave this code box blank unless the vendor is known to be a “large business”.Enter S = small business, or leaved blank to indicate large business.

    • Ethnic code – enter the appropriate information when a vendor number is not available. Enter only one of the following numbers or letters:

      	Male	Female
      Black	1	A
      Asian	2	B
      Other	3	C
      Spanish-Speaking/Surnamed	4	D
      White	5	E
      Polynesian	6	F
      American Indian or Alaskan Native	7	G
      Filipino	8	H
      Unknown	Blank	Blank

    • Line no. – enter a number sequentially beginning with number one for each item being requested..

    • Quantity – enter the quantity needed in this column. Do not enter fractions, decimals, or commas. Always check the order unit and packaging requirements and adjust the quantity accordingly. Quantity ordered shall correspond with the order units.

    • Unit – enter the appropriate unit of measure ( e.g., EA, DZ, PG, etc.) that is shown in the Purchasing Information Network (PIN) Stock Item Catalog.

    • Stock item number – enter numbers as required.

    • Materials Services items – the full 12-digit PIN stock item number that is listed in the Materials Services Catalog.

    • State contract items – the full 12-digit PIN stock item number found in state contracts or the PIN stock item catalog.

    • State Price Schedule (SPSState Price Schedule) items – no numbers required for state price schedule items except for those sold by the CALPIACalifornia Prison Industry Authority (formerly PIA).

    • CALPIACalifornia Prison Industry Authority (formerly PIA) items shall be listed with the full 12-digit PIN number shown in the SPSState Price Schedule, CALPIACalifornia Prison Industry Authority (formerly PIA), or PIN catalogs.

    • Delegated purchase program items – the four-digit group/class number that is the first four numbers of the PIN stock item number shown in the PIN catalog.

    • Purchase estimate/purchase order items – enter the 12-digit PIN stock item number shown in the PIN catalog.

    • Subpurchase order (under $100) items – no number is required.

    • Subpurchase order (over $100) items – enter the four-digit group/class number that is the first four numbers of the stock item number shown in the PIN catalog.

    • Description – enter the appropriate description for the item being ordered using the key noun that best describes the item and all other descriptors that include color, size, part, or catalog number, name, etc..

    • Per unit – enter the unit price that corresponds to the quantity/unit of measure being used.

    • Total – enter the extension price. (The unit price times the quantity equals the total).

    • I hereby certify – signature and title of the employee who determines that the items requested are appropriate and required for state business.

    • Approved/title – to be entered by the purchasing officer or the person delegated authority to approve the processing of the final purchase document