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Purchase Order/FTE/Consultant Request Form

The VP of IS&T shall review and approve, prior to purchase or commitment, all IS&T requests for the hiring of IS&T Employees or Consultants/Contractors, or requisitions with an individual or combined value greater than $100,000.

The Purchase Order/FTE/Consultant request form is to be used as part of the approval process for the following:

  • Individual requisitions greater than $100,000, or when the total value of multiple requisitions related to one vendor for the same project or activity is greater than $100,000:
    • The purchase requestor shall also fill out the MIT Selection of Source for all non-preferred vendors as needed by the Procurement Department to process all requests over $5000. 
  • Requests for hiring permanent IS&T employees: This includes both replacement and new FTEs.
  • Requests for hiring contractors: Staff augmentation situations or hourly paid contractor hires are required to be approved prior to hiring. This includes all hires being paid by MITemps, agency hires, incorporated individuals working as contractors, and/or vendor representatives hired as consultants.

Approval process for requisitions greater than $100,000

Note: The requestor's Director, supporting FBC, and Director of HR (for requests related to the hiring of IS&T Employees or Consultants/Contractors) should be copied on all email communications.

  1. The purchase/hiring requestor will fill out the Purchase Order/FTE/Consultant request form, with approval from their Director, and with help from their supporting FBC.
  2. The Purchase Order/FTE/Consultant request form, as well as all other supporting documentation, shall be sent by the purchase/hiring requestor via email to the Director of IS&T Finance, for a review of completeness.
  3. Once the Purchase Order/FTE/Consultant request form, and supporting documentation has been reviewed (by both the Director of Finance and HR for employee and Consultant/Contractor requests), it will be sent by the Director of IS&T Finance to The VP of IS&T for approval.
  4. The VP of IS&T will review the request for purchase/commitment and will either approve, disapprove, or seek further clarification regarding the request. If approved, The VP of IS&T will send an email to the Director of IS&T Finance, stating that the requested purchase has been approved.
  5. All documentation, including the approval email, will be sent to the Procurement Department by the supporting FBC/FA so that the purchase order can be created. Once the Procurement Department has created the Purchase Order, the supporting FBC/FA will notify the purchase/hiring requestor, as well as the Director whose area is responsible for this request, that the purchase order has been created.

Approval process for hiring requests

Note: The requestor's Director, supporting FBC, and Director of Finance should be copied on all email communications.

  1. The purchase/hiring requestor will fill out the Purchase Order/FTE/Consultant request form, with approval from their Director, and with help from their supporting FBC.
  2. The Purchase Order/FTE/Consultant request form, as well as all other supporting documentation, shall be sent by the purchase/hiring requestor via email to the Director of IS&T HR, for a review of completeness.
  3. Once the Purchase Order/FTE/Consultant request form, and supporting documentation has been reviewed (by both the Director's of IS&T Finance & HR) it will be sent by the Director of IS&T HR to The VP of IS&T for approval.
  4. The VP of IS&T will review the request for purchase/commitment and will either approve, disapprove, or seek further clarification regarding the request. If approved, The VP of IS&T will send an email to the Director of IS&T HR, stating that the requested purchase has been approved.
  5. The Director of HR will forward on the Purchase Order/FTE/Consultant request form to the EVP's Office for review and approval. (The VP of IS&T should also be copied in this communication).
  6. Once the EVP has approved the request one of the following will happen:
    1. If a purchase order needs to be created, all documentation, including the approval emails, will be sent to the Procurement Department by the supporting FBC/FA so that the purchase order can be created. Once the Procurement Department has created the Purchase Order, the supporting FBC/FA will notify the purchase/hiring requestor, as well as the Director whose area is responsible for this request, that the purchase order has been created.
    2. In the case where a purchase order is not required, such as for MITemps or nextSource VMS hires, the Director of HR will notify the hiring requestor that that his/her request has been approved. The Director of Finance and supporting FBC should be copied on this communication.

Consult your supporting FBC if you have any questions regarding the approval process or the completion of the Purchase Order/FTE/Consultant request form. If you need further clarification regarding what qualifies as a consultant, contact IS&T-HR.