Purchases Requiring a Requisition

With the exception of low-value direct purchases, SFU purchases require the completion of a requisition form. If you need help completing the purchase requisition form, please review the Quick Guide or Detailed Instruction Guide or contact Procurement Services for assistance.

Qualifying purchases are further governed by additional factors such as cost thresholds, whether they are Research or Special Purpose Funds, and other policies, which are explained below.

After reviewing these instructions, if you are still unsure whether or not you need to complete a purchase requisition, please Procurement Services for assistance.

To create a purchase requisition, you must access the Purchasing Center by logging into FINS (https://fins.sfu.ca) using your staff ID. Through the Purchasing Center, you will be able to set yourself up as a requester, add and manage requisitions, view purchase orders, and receive goods.

NOTES:

  • To use FINS, you will need to allow popups in your browser from https://fins.sfu.ca
  • Purchases of goods and services made using Research and Special Purpose Funds are governed by Funding Policies 13, 21, 25, 31, 32, and 36.

Thresholds and Instructions

Operating Fund 11 Purchases up to $10,000 that do not qualify for direct purchasing

 Goods:

  1. Create a purchase requisition (PR);
  2. Print the PR and obtain the signature of the account authority in your faculty/department;
  3. Forward the signed PR to Procurement Services via interdepartmental mail or scan and email to procurement@sfu.ca

Services:

  1. Create a purchase requisition (PR);
  2. Complete the  Short Form Services Agreement (SFSA);
  3. Forward the PR and SFSA to Procurement Services via interdepartmental mail. Procurement will forward copies of the executed contract and PO to all parties.

Operating Fund 11 Purchases $10,000 to $49,999

Goods:

  1. Create a purchase requisition (PR);
  2. Print the PR and obtain the signature of the account authority in your faculty/department;
  3. Forward the signed PR to Procurement Services via interdepartmental mail or scan and email to procurement@sfu.ca

Services:

  1. Create a purchase requisition (PR);
  2. Print the PR and obtain the signature of the account authority in your faculty/department;
  3. Contact your Procurement Officer for assistance completing a full Services Agreement.
  4. Procurement will coordinate signatures with the supplier and forward copies of the executed contract and PO to all parties.

Operating Fund 11 Purchases >$50,000

  1. Operating Fund 11 purchases above $50,000 must go through the competitive bidding process.
  2. Contact your Procurement Services Officer for assistance.

 

Research or Special Purpose Funds <$3,500 that do not qualify for direct purchasing

Goods:

  1. Create a purchase requisition (PR);
  2. Print PR and obtain signature of the PI or the account authority in your faculty/department;
  3. Forward requisition to Research Accounting for approval.
  4. Once approved, Research Accounting will forward the PR to Procurement Services for action.

Services:

  1. Create a purchase requisition (PR);
  2. Print PR and obtain signature of the PI or the account authority in your faculty/department;
  3. Complete the  Short Form Services Agreement (SFSA).
  4. Forward the PR and SFSA to Research Accounting via interdepartmental mail. Once approved, Research Accounting will forward the PR to Procurement Services for action. Procurement will forward copies of the executed contract and PO to all parties.

Research or Special Purpose Funds $3,500 to $49,999

Goods:

  1. Create a purchase requisition (PR);
  2. Print PR and obtain signature of the PI or the account authority in your faculty/department;
  3. Forward PR to Research Accounting for approval.
  4. Once approved, Research Accounting forwards PR to Procurement Services for action.

Services up to $10,000:

  1. Create a purchase requisition (PR);
  2. Print PR and obtain signature of the PI or the account authority in your faculty/department;
  3. Complete a Short Form Services Agreement (SFSA);
  4. Forward all documentation to Research Accounting for pre-approval.
  5. Once approved, Research Accounting will forward the documentation to Procurement Services for action.

Services $10,000 to $49,999:

  1. Complete a Requisition
  2. Print PR and obtain signature of the PI or the account authority in your faculty/department;
  3. Contact your  Procurement Services Officer for assistance completing a full Services Agreement.
  4. Procurement will coordinate signatures with the supplier, forward the documentation to Research Accounting for pre-approval, and email copies of the executed contract and PO to all parties.

Research or Special Purpose Funds >$50,000

Purchases above $50,000 made using Research or Special Purpose Funds must go through competitive bidding.

Contact your Procurement Services Officer as soon as possible for assistance.

CFI Funding

Because CFI awards are institutional, the actual recipient of the funds and manager of the account is the Vice-President, Research (VPR) and not the PI. As such, the Office of the VPR assumes a high level of accountability for the management of these awards and the administrative procedures are different from those associated with other research grants.

For projects involving CFI Funding, Procurement Services works closely with the Major Projects area under the VPR; specifically, the Budget Development Facilitator. For full details, please review the PDF: SFU CFI Procurement Procedure Guide

 

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General enquiries

If you need assistance, visit Contact Us or email finance@sfu.ca