Making a purchase

Please use this site as a guide to assisting you in a speedy and thorough procurement process.

Systems contract requisitions and purchase requisitions

The Systems Contract Requisition Form is used when a requisitioner would like to make a purchase from a company on the System Contract List. If your purchase does not qualify, you should use the Purchase Requisition.

Purchase requisition

Policy 17 states the University of Waterloo's standards of ethics pertaining to procurement. All purchases on campus must adhere to Policy 17.

Thresholds P-card Purchase order Quotations Formal RFP
100,000+ No Yes Yes Written
$25,000 - $100,000 No Yes 3 written Optional
$10,000 - $25,000 No Yes 3 written No
$5,000 - $10,000  No Yes 3 written/verbal No
$3,000 - $4,999 No Optional 1 written/verbal No
$0 - $2,999 Yes No Optional No
***Please note that all consulting must have three competitive quotes, regardless of dollar value***

Special cases-controlled product

Does your purchase fit under one of the Inhibited Commodities categories below? If so, check the Inhibited Commodities to make sure it meets specifications.

  • Alcohol 
  • Animals 
  • Banking Services 
  • Books 
  • Cabling 
  • Consultants 
  • Controlled Substances/Drugs 
  • Electrical Equipment 
  • Food 
  • Furniture 
  • Limousines 
  • Moving Services 
  • Printing, Graphics 
  • Radioactive Products 
  • Software 
  • Security Systems 
  • Travel


Pay special attention to the ergonomic details of office equipment that is purchased.


Take into account safety issues when you make purchases. Do not purchase equipment that will obstruct passages or compromise safety. Double check any potentially dangerous commodities with the University of Waterloo Safety Office. Clear any chemicals with Plant Operations and Procurement.

Submit to procurement

After the form is completed and an account has been made for special cases send the form to Procurement. Please, keep a copy of the form and take special notice of the form number.

Follow up and expediting

If you have any questions or concerns about your purchase call one of the buyers directly or reception at ext.84501.
Purchases that have already arrived on campus can be tracked through Central Stores.