Purchases for goods and services are requested on an approved purchase requisition. Purchase requisitions must be created and approved before a commitment is made to a vendor. The requisition formally authorizes Purchasing to create purchasing transactions (the Purchase order) from budgeted funds. All documentation regarding the purchase (i.e.. quotation, proposal, etc) is forwarded to Purchasing with the requisition for processing and file retention.
The purchase order is the primary ordering document for College purchasing activity. It is a formal written offer to a vendor containing all terms and conditions of a proposed transaction. Purchase orders are computer generated with system assigned purchase order numbers. Funds are emcumbered against a budget number immediately upon issuance.
The purchase order number is the one reference point common to the requisitioning department, purchasing, accounts payable, shipping & receiving and the vendor. It is essential for tracking purposes from the processing stage through the payment stage. Purchase orders not only serve to confirm terms of the sale but also insure that no sales tax is charged to the College
• For purchases between $500 and $999:
For purchases of goods or services between $500 and $999 that are not processed on the purchasing credit card, a formal purchase requisition form is completed by a department employee, signed by an authorized department representative and sent to the Purchasing Office for entry into the Datatel system creating a purchase order which encumbers funds.
Invoice Approval Form or Check Request Form may be used for items such as memberships, honorariums, registrations, etc. Please note that all independent contractors, sole proprietors, 1099 status vendors should not be processed on the College Purchasing Card.
Please follow existing procedures for purchases of technology & media (contact IT), furniture (contact Purchasing) and office supplies (see W.B. Mason).
• For Purchases between $1000 - $5000:
Purchases between $1000 and $5000 require additional approvals for the purchase such as signature of the President's Council member (or designee). A PC member may assign designees for approvals (up to three for large areas). If designees are assigned, a hardcopy list must be submitted with their names and signatures to the Budget office, Purchasing office and the Accounts Payable office.
Competitive bidding is highly recommended for any good or service over $1000 and the expectation is that two quotes will be solicited. There are rare cases when only one vendor can provide the goods or services and schools and administrative units should check with Purchasing to confirm a sole source vendor.
• For Purchases exceeding $5000:
Purchases of goods and services over $5000 require the completion of a "Request to Expend Funds Over $5000" form which requires President's Council member (or designee), Budget Director and Sr. Vice President for Finance and Administration's signature to initiate the purchase. Competitive bidding is required and the expectation is that at least three quotes will be solicited.
Purchase Requisition forms include the following information:
- Suggested Vendor
- Quantity; Description of goods & service; Total Amount
- Department Account number and object code to charge the expense to
- Delivery instructions
- Signature by an Authorized Departmental Approver
- Signature by a PC member (if applicable)
- Attach Quote from the suggested vendor. Orders over $5000 must include three competitive quotes
Purchase requisition forms are available online.
form:Requisition Form.pdf
