Purchase & Request Form

The Purchase & Request form is the GWLAI internal request form for ordering goods and services. This will eliminate individual budgets and units ordering supplies already available in the organization, as the Financial Operations and Administration team will stock general office supplies that will be available to all staff to request. Additionally, this workflow standardizes and streamlines the process for requesting goods and services, while increasing transparency and decreasing the need for email communication.

For support, please contact the Solutions Center at 202-994-7900 or acadtech@gwu.edu.

Requests for general office supplies will be processed Mondays and Wednesdays by 3:00 pm, depending on inventory. External requests will be processed within three business days following the approval of your unit director.

Accessing the form

Visit go.gwu.edu/PurchaseRequest and enter your NetID and password. Click on the link for a new request on the web page.

Screenshot of Purchase and Request Form Homepage

If your NetID and password are not providing access, email acadtech@gwu.edu to be granted access.

Requesting general office supplies

General office supplies are items The Finance Operations and Administration will monitor supplies and order new items as needed.

To request:

Screenshot of General Office Supplies Request

  1. Check the mark next to General Office Supplies.
  2. In the Description field, provide a description of what you need; e.g. stapler, ballpoint pens, etc.
  3. In the Team field, use the dropdown menu to find the unit to which you belong. If you have difficulty finding your team, ask your supervisor or department head.
  4. Select the Fiscal Year you are requesting the item. Note that the 2018 fiscal year begins July 1, 2017 and ends June 30, 2018.
  5. If you are requesting a specific item (e.g. stock paper of a certain weight and color), please provide an attachment that will help the order initiator place the order. For example, you can attach a screenshot of the item you need.
  6. In the Item Details field provide more details if necessary. If you are requesting a specific item (e.g. stock paper of a certain weight and color), please provide a link that will help the order initiator know exactly what you need.
  7. In the Point of Contact field type the name or NetID of the person who will collect the item when it is ready for pick-up. This is most likely you, since you’re placing the request.
  8. Once the form is complete, click Save and Submit in the top left corner.

Requesting items for purchase

When you need to order particular items for purchase, such as classroom AV equipment, computer lifecycle equipment, or an iPhone case, you can use this form to request the necessary items be purchased.

To request:

Screenshot of the Purchase Request Form

  1. In the Description field, provide a description of what you need; e.g. stapler, ballpoint pens, etc.
  2. In the Team field, use the dropdown menu to find the unit to which you belong. If you have difficulty finding your team, ask your supervisor or department head.
  3. Select the Fiscal Year you are requesting the item. Note that the 2018 fiscal year begins July 1, 2017 and ends June 30, 2018.
  4. In the Org field find the budget organization responsible for your area.
  5. While the Attachment field is optional, it is highly recommended that you provide an attachment of the item(s) for purchase so that the order initiator can verifying they are ordering the correct item(s). If needed, you can also attach a quote.
  6. In the Supplier/Vendor field, select the organization through which the order will be placed. If the vendor is not in the dropdown list, fill out the field below it.
  7. In the Make/Brand field, you can select the company that makes the item you are requesting (it may be the same as the Supplier/Vendor). If the company is not in the dropdown list, fill out the field below it.
  8. In the Item Details field provide more details if necessary. If you are requesting a specific item (e.g. stock paper of a certain weight and color), please provide a link that will help the order initiator know exactly what you need.
  9. In the Point of Contact field type the name or NetID of the person who will collect the item when it is ready for pick-up. This is most likely to be you, since you’re placing the request.
  10. In the Cost field provide the cost of one quantity of the item or package. If you are requesting the purchase of multiple items of different prices, list the sum instead.
  11. In the Quantity field provide the quantity of items or packages. If you are requesting the purchase of multiple items of different prices, list the sum instead.
  12. In the Supervisor field type the name or NetID of the person to whom you directly report.
  13. In the Unit Director field type the name or NetID of the person with budget authority for your unit. This may be the same person as your supervisor.
    1. Yordanos Baharu
    2. Michael Bishop
    3. Robin Delaloye
    4. Patty Dinneen
    5. PB Garrett
    6. Barba Giorgini
    7. Paul Hoyt-O’Connor
    8. Jared Johnson
    9. Elisabeth Kaplan
    10. Regina Mays (approves on behalf of Geneva Henry)
    11. Hannah Sommers
    12. Tracy Sullivan
    13. Armand Tchokokam
  14. Once the form is complete, click Save and Submit in the top left corner.

For support, please contact the Solutions Center at 202-994-7900 or acadtech@gwu.edu.

Approvers

Designated supervisors and unit directors are responsible for approving or rejecting requests for purchase. Following supervisor approval, unit directors will be notified of the purchase request and have the opportunity to approve or deny.

  1. After submission of a purchase request, you will receive an email containing the details of the request. Click on the link at the bottom of the email to respond to the request.
  2. Select the radio button next to one of the following options
    1. Approve
    2. Reject
    3. Return to requester
      You may want to return to request for additional information or if the provided information seems incorrect.
  3. In the Comments field, provide additional comments regarding the purchase request.  For example, you may want to specify why the request is being denied or returned to requester.
  4. Click OK to submit your changes.