IDT Requisitions

Departments may request goods or services from an internal source within the University
community known as a service department for an agreed upon price. This is expedited
through the Purchasing module via a requisition.

The following are authorized UTPA Service Departments:

• Physical Plant
• Print Shop
• Computer Center
• Telephone Services
• Video Services
• Student Publications
• Police Department
• Auxiliary Services
• Faculty/Staff IDs

NOTE: IDT requisitions are not intended to transfer costs from one project to another.
This is known as a correction and should be handled through the originating source and
interfaced with Projects/Grants and GL.

Procedures for making corrections should be routed via email as follows:

• Labor costs Labor Distribution Alicia Moreno

[morenoa@utpa.edu]
• Supplier costs Payables Beatriz Guzman
[guzmanb@utpa.edu]
• Misc costs & Grant Revenues Projects/Grants Carmen Estrada
[cestrada@utpa.edu]
• Non-Grant Revenues Accounting Olga Kyle [okyle@utpa.edu]

Responsibility
In order to create an IDT, users can use their Purchasing responsibility.

Navigation
Requisitions > Requisitions

Requisition
Header
• Description = brief description of IDT request (brief note sent to Project
Manager when submitted for approval)

Lines
• Num = 1 (default)
• Type = IDT (line type corresponds to unique category)
• Category = IDT Print Shop (for this example)
• Description = color pamphlet
• UOM = each
• Quantity = 50
• Price = 2.00 (obtain estimate from service department)
 Destination
• Organization=University of Texas – Pan American (default)
• Location = Central Receiving
Header

Lines

Destination

Distributions (default to “Project” tab)

• Project = 100CMPT00 (project # to incur expense)
• Task = 01 (default)
• Award = (required field only for projects that start with a “4”)
• Type = Print Shop IDT (correspond with category for this example)
• Date = current date
Save
Click on Save to save the requisition.

Close the form.

How to attach a document or file to a requisition?

From Menu bar, click on the .

• Sequence = 10 (default)
• Category = Miscellaneous
• Description = brief description of attachment
• Data Type = File (used when attaching a file; will open another window to
upload)

• Click on Browse button to find path for uploading file

• May be Changed = check box if attachment can be altered
Click on Save to commit entry.
Close form.
 Document number
Return to main requisition form.
Note “Number” for future reference.
Document
#

Click on Approve button.

Approval
Check Reserve box to encumber funds.
Check Submit for Approval to send notification to project manager.
Click OK to send.

Notification sent to Project Manager for approval.

Upon approval, amount is encumbered.

The service department will then retrieve the approved requisition and get the
information needed to complete your request.