Purchase Requests

Purchasing Policies and Procedures

Effective Date: July 1, 2009

Board Approval: June 9, 2009

Board Amended: September 2, 2020

The purpose of this policy is to outline the policies and procedures for making purchases.

2.1. All Purchases must follow the Procure to Pay Process 01-01.
2.2. Division of Requirements: Procurement requirements shall not be artificially divided to avoid using the standard procurement process and signature approval requirements set forth in this policy.
2.5. Non-Compliance with Purchasing Policy: Non-compliant purchasers will be subject, at the discretion of the Vice President of Fiscal Operations, to withdrawal of the authority to make purchases or to a reduction in the dollar amount authorized for purchases.

a) Follow the guidelines of the General Policies 01-00 and Procure to Pay Process 01-01.
b) Review request for availability of budgeted funds. If the purchase is for information technology goods or services, acquire required signatures.
c) Complete Requisition form, including all fields. Attach quote to the form.
d) If purchase is being made using a State contract, write the State contract number on the Requisition form.
e) Obtain all appropriate approval signatures on the request form.
f) If request is less than $2,499.99, forward all copies to the Fiscal Services Office.
g) If $2,500 or more, forward all copies to the appropriate Vice President of Finance for approval.

a) Review all requests over $2,500. If over $5,000, forward to the President. Review request to determine compliance with policies, including price quotes, State contract number, accounting information, completeness, budget availability, proper signatures, and compliance with contracts/legal requirements.
b) If approved, forward all copies to the Fiscal Services Office.
c) If rejected, return to Requestor with explanation.

a) Review request to determine compliance with policies and procedures, including price quotes, State contract number, accounting information, completeness, proper authorizing signatures, and compliance with contracts/legal requirements.
b) If the purchase is for information technology goods or services, determine that approval has been obtained from the Information Technology Department.
c) If not acceptable, return to Requestor with an explanation.
d) Place order with vendor for goods or services. (The Requestor may place the order only after approval and coordination with the college Purchasing Agent.)
e) Maintain the order form for tracking Shipping and Receiving purposes.
f) Upon receipt of the Invoice, attach all related paperwork (requisition form, bill of lading, and invoice) and provide it to the Accounting Clerk for payment.

a) Track payments of invoices and note when all related invoices have been received and paid. (See Payment Policy for detail procedures.)