Purchasing Policies and Procedures

The last revision to the “Purchasing Policies and Procedures” was made on August 8, 1984. Business Affairs has therefore made a concentrated effort to analyze the written purchasing policies and procedures as well as the current purchasing practices of its employees. We feel that this review has been very beneficial in allowing us to gain insight into the entire purchasing process. As a result, we are making certain changes as outlined below which we feel will make the purchasing process work more efficiently and effectively for all employees. The remainder of the “Purchasing Policies and Procedures” is still under review. A revised copy of the guide will be forwarded to you as soon as all changes are complete.

Effective for the fiscal year beginning July 1, 1999

Unrestricted Fund (11 fund) Purchases totaling less than $500

The Business Office will no longer require requisitions to be submitted for goods and/or services where the total purchase is $500 or less.

Individual department heads are authorized to order supplies and services directly from vendors without submitting a requisition when the total cost of the purchase is less than $500. Department heads may delegate this authority to those persons that they authorize to approve departmental expenditures by informing the Business Office in writing or by email of the decision. The Business Office will maintain a listing of authorized signers by department. However, please keep in mind that the budget manager is responsible for keeping total expenditures within his or her departmental budget, regardless if another individual has been given authority to purchase goods and/or services.

When individuals order goods and/or services, they should direct companies to send the corresponding invoices directly to their attention. Invoices, which are then submitted for payment to the Business Office, must contain a valid account number and signature to authorize payment.

Unrestricted Fund (11 fund) Purchases totaling more than $500

Requisitions must be submitted and approved before goods and/or services are ordered. Department heads (or individuals who have been designated by the department heads in writing) must sign requisitions indicating their approval of departmental expenditures. Requisitions should note a “ship to” and a “bill to” address. The “bill to” address should be the address of the
individual department ordering the goods and/or services. All vendors will be instructed to send invoices to the “bill to” address rather than to the Business Office. In addition, vendors will also be instructed to require a purchase order number before processing requests for goods and/or services that total more than $500.

Requisitions will be approved and processed within two days of receipt in the Business Office.

A copy of the purchase order will be forwarded to the specified company as a request to order goods unless it is otherwise noted on the requisition. Faxing of purchase orders to companies is not the standard practice of the Business
Office. Employees may request to have the company’s copy forwarded back to the department in order for the employee to fax in an order.

A departmental copy of the purchase order will be returned to the budget manager.

Additional considerations

Confirming purchase orders will be restricted to those cases involving extenuating circumstances.

Any College employee who orders goods without following the proper procedure may be personally liable if a requisition is not approved. Additionally, the invoice will require Vice Presidential approval before payment will be made.

Please remember that employees are expected to allow ample time for a requisition to be processed, approved, and
mailed to the company.

It is also imperative that invoices be forwarded to the Business Office for payment within 5 days of receipt of the invoice.

I would like to stress the importance of the cooperation and assistance of all budget managers in order to enable this revised purchasing process to work most efficiently. Because we are eliminating internal controls in the Business Office on all purchases totaling less than $500 as outlined above, it is crucial to the financial stability of the College for all departments to follow the proper purchasing procedure. Therefore, we are relying on all budget managers to play an active role in the purchasing and budget process to ensure that all routine purchasing follows this standard procedure.

 

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