Purchasing Policies and Procedures

General Policies

Effective Date: July 1, 2009

Board Approval: June 9, 2009

Board Amended: September 2, 2020

1. Purpose

The purpose of this policy is to provide an overview of the procurement policies and procedures of the Tooele Technical College.

2. Purchasing Policy and Procedures Table of Contents

3. Policy

• 3.1. Approval and Division: All purchases must be approved by the designated authority referenced in the Procure to Pay Process 01-01. Purchase requisitions may not be separated into multiple requests to avoid the standard procurement process.

• 3.2. Budget Tracking: It is the responsibility of each Institutional Department to track expenditures and purchase requests against all budgets under their direction to ensure purchase requests do not exceed available annual budget. Approval from the Vice President of Finance must be obtained prior to committing funds without available budget.

• 3.3. Compliance: Purchases must support the program goals and purposes from which they are funded, and must comply with all contract/grant requirements and state and federal laws.

• 3.4. Fiscal Information: The Vice President of Finance shall provide information to all parties handling purchasing relative to the accounting treatment, budget availability, and compliance with legal/contractual requirements.

• 3.5. Requisition Form Requirement: All purchases, unless specifically exempted in this policy, require the use of a Requisition Form.

• 3.6. Requisition Form Exemptions: Exemptions from using a Requisition Form include payments for goods or services related to:

  • Contracts or agreements (including ongoing utilities).

  • Leases, maintenance agreements.

  • Contracts for professional services.

  • Employee reimbursements.

  • Procurement under the Purchasing Card policy.

• 3.7. No Procurement Required: Items that do not require procurement include: Professional Association Membership Dues and Fees, Professional or Trade Training, Custom Fit training, Conference Fees, and inventory purchased for resell. Note: Items requiring prepayment (e.g., travel advances, subscriptions) must still go through the same approval procedures as all other requisitions.

• 3.8. Invoice Overages: If an invoice amount exceeds the purchase requisition or order by an amount greater than $100, the requisition must be amended and approved by the appropriate authorized signers.

• 3.9. State Contracts: Purchases should be made from State contracts or similar agreements, unless an alternate vendor offers a lower price or the needed good/service is not offered by a State contract vendor. (Access: www.purchasing.utah.gov).

• 3.10. Competitive Quotes Exemption: Competitive quotes are not required when purchasing items from State of Utah Agencies, or on a State Contract, unless the contract requires additional quotes.

• 3.11. Computer Purchases: Computer purchases (hardware, software, communication/network devices) must be approved by the Information Technology Department to verify consistency with the College’s computer strategy.

• 3.12. Facility Manager Approval:

  • The approval of the Facility Manager shall be obtained prior to making purchases of major equipment powered by electricity or other utilities.

  • The addition or expansion of all utilities must be coordinated through the Facility Manager.

  • Approval of the Facility Manager shall also be obtained prior to making purchases of furniture, carpet, or paint.

• 3.13. Non-Compliance Consequences: Employees who do not comply with the provisions of this policy will be subject to withdrawal of the authority to make purchases or to a reduction in the dollar amount authorized. Instances of non-compliance may also be noted as a part of their performance evaluation.