The purpose of the Purchasing Policy is to protect the College, the vendor, and the employee. These procedures are designed to make the process more efficient and result in timely invoice processing. Review of purchases, agreements and procedures is included in the College's annual independent audit.
Please review the Purchasing Policy thoroughly before initiating a purchase and note the exceptions below. Feel free to contact the Purchasing Coordinator if you have any questions.
The short form purchase order is to be used for pick-up style purchases under $100.00 and the departmental administrative assistants may obtain them from the Purchasing Coordinator upon request. This form has a five digit number in the upper right hand corner and is half the dimension of a letter sized sheet of paper. They act like cash and must be filled out in entirety with the description, account information, business purpose, and signature. The pink copy must be sent to Purchasing with the original receipt or invoice. The yellow copy should be retained by the ordering department and the white copy is for the vendor or supplier.
For purchases of $101.00 to $1,500.00, the long form purchase order must be used. Departmental administrative assistants may request a stock of long form purchase orders from the Purchasing Coordinator. Each department will be responsible for placing their own orders with the vendor or supplier. This form has a six digit number in the upper right hand corner and is letter sized. They are a commitment of funds and must be filled out in entirety with the description, account information, and business purpose if applicable. The white copy is for the vendor and the green copy should be retained by the ordering department. The gold, yellow, and pink copies should be sent to Purchasing immediately after placing the order. If the order pertains to a quote or proposal, a copy of that quote must be attached to the copies being sent to Purchasing.
For purchases $1,501.00 and greater, a Purchase Requisition Form must be completed in its entirety by the requesting department. You must note the account information and date required. The vendor's complete contact information including a telephone and facsimile number must also be noted. Departmental chairs/senior staff must sign the completed requisition before submitting your request to the Purchasing Coordinator. After review and upon approval, Purchasing will generate a purchase order and place the order with the vendor or supplier. A copy of the purchase order will be sent to the requesting department and to Receiving for product routing purposes.
A blanket purchase order is a single purchase order issued to a single vendor from which numerous purchases are made throughout the fiscal year. A department may request a blanket purchase order from the Purchasing Coordinator. Purchasing will determine if a blanket purchase order will be issued. They are issued sparingly on an annual basis, usually at the beginning of the fiscal year. No single order may exceed $1,500.
All invoices regarding purchase orders should arrive by mail from the vendor to the Purchasing Office in the Eaton Center located at 209 Chase Avenue. The invoice will be processed and a copy will be sent back to the ordering department, while the original invoice will be forwarded to the Accounts Payable for payment. All invoices regarding purchase orders are paid after a ten day waiting period without further departmental approval, using the account number as it appeared on the purchase order.
The ordering department has ten days to delay invoice payment should the product be flawed, incorrect according to the specification on the purchase order, or the invoice price is invalid. You must notify Purchasing and Accounts Payable of your disapproval by sending them a copy of the invoice that is clearly marked "HOLD" within the allotted ten days. It is recommended that you also e-mail Accounts Payable to confirm they have received your hold notification. The ordering department must reconcile the dispute with the vendor or supplier and keep Purchasing and Accounts Payable informed of the invoice status.
If an invoice arrives by mail to Purchasing or Accounting and no purchase order was used for the purchase, an invoice approval form will be attached to a copy of the invoice and sent to the buyer for an account number and a signature of approval. The buyer will then retain the invoice copy, but return the signed approval form directly to Accounts Payable.
Please see the Invoice Approval Form Sample for a brief explanation about completing the form.