Instructions
The following is a list of the Sections and fields they contain on the RFC form, with explanations of what we are asking for and clarifying instructions:
Enter your name. The RFC submitter is responsible for completing the form and receiving the PDF copy via email. This person also routes the unsigned PDF copy of the RFC for approval signatures and uploads the fully signed RFC to the requisition. If these responsibilities are handled by multiple individuals, the email field should reflect the person who needs to receive the PDF copy first.
Provide your work email address. The email provided will receive the completed RFC web-form as a PDF attachment to an email. This PDF will be used to complete the next step in the process – obtaining approval signatures through Docusign, Acrobat Sign, or wet signature before uploading to the REQ.
Provide the name of the District personnel listed or to be listed as the requester on the requisition, if applicable. Please include their phone extension in the adjacent field.
Enter the requisition number if a purchase requisition has already been created. Enter the PO number here for amendments or changes to existing POs. Leave blank if neither exists.
Complete this only if the contract requires Board of Trustees (BOT) pre-approval. This applies to contracts resulting from an RFP/RFB/RFQ procurement process, usually related to high dollar non-professional services, public works/capital improvement projects, and certain types of leases. See District Administrative Policies (AP) 6330, (AP) 6340, and Board Policy (BP) 6340 for more information on when BOT pre-approval is required.
This field will create a place on the PDF for your department head to sign. The departmental approver is the Vice President, Vice Chancellor, or other Administrator responsible for approving expenses for your department. Please enter their name here. If you do not, the field will not appear on the PDF.
This field will create a place on the PDF for the budget officer administrator to sign. The budget officer is the individual assigned the task of verifying sufficient budget is available to fund the expense created by the contract. Please enter their name here. If you do not, the field will not appear on the PDF.
The date the RFC is submitted will automatically be recorded by the form and appear at the top of the completed PDF version of the RFC.