Requisition Checklist

Before your department can spend a dollar on goods or services, someone needs to create a requisition. A requisition checklist is the guide that prevents your submission from bouncing back with errors or missing documentation. Think of it as your pre-flight checklist—skip a step, and you're grounded before you even start.

How It Works

The checklist walks you through everything PSPC or your department's procurement team needs to process your request. At minimum, you'll need proper account coding, a clear description of what you're buying, cost estimates, and justification for the purchase. Different dollar thresholds trigger different requirements. Under $10,000? Usually straightforward. Above $25,000? Expect to attach competitive quotes or explain why you're sole-sourcing.

Here's the thing: most departments customize their checklists based on their specific needs and internal controls. DND's checklist might include security clearance requirements for contractor access. SSC's version probably has technical specification templates for IT purchases. But they all trace back to the same foundation—the Government of Canada Supply Manual, which sets out the federal procurement framework. Your departmental procurement team typically provides the checklist template during requisition training or through your internal finance portal.

In practice, the checklist addresses common failure points. Did you include the correct CFOB code? Is your business case complete if you're requesting a contract amendment? Have you confirmed the supplier is registered in the Supplier Registration System? Missing any of these means delays while your procurement officer sends the requisition back for corrections. The checklist also prompts you to identify whether your purchase falls under trade agreements like CFTA or international obligations—details that affect how the eventual tender gets structured.

Key Considerations

• Dollar thresholds matter more than you think. What's acceptable documentation at $5,000 won't fly at $40,000. Your checklist should clearly flag when you cross into territory requiring Treasury Board approval or ministerial sign-off.

• Supporting documents need to be current. That quote from six months ago? Probably not valid anymore. Most checklists specify how recent quotes need to be—typically within 30 to 90 days depending on the commodity.

• Incomplete coding stops everything. Your finance team can't commit funds without proper account verification. Double-check your cost center, general ledger codes, and that you have actual budget authority before submitting.

• Checklists evolve with policy changes. When Treasury Board updates contracting policies or when new trade agreements come into force, your checklist should reflect those changes. Using last year's version can lead to non-compliant requisitions.

Related Terms

Requisition Approval, Statement of Work, Procurement Request Form

Sources

• Government of Canada Supply Manual - Official federal procurement policy and procedures

• Canada Buys - Procurement Portal - Federal government procurement information and opportunities

Get into the habit of reviewing your checklist before you start drafting the requisition itself, not after. It's easier to gather the right documentation from the beginning than to reconstruct your justification weeks later when procurement sends it back.