Policies & Procedures Manual

266

Policy No: 607

Policy Contact: Vice President for Business Operations

Policy Title: PURCHASING PROCEDURES

The mandated system of purchasing includes:

(1) Purchase Order Requisitions (2) Purchase Orders (3) Receiving Reports (4) Invoices (properly signed and processed) (5) Budget Status Reports

Copies of all forms and/or reports referenced in this policy statement are available for review and use in the Business Office, or electronically on MyEC.

I. PURCHASE

ORDER

REQUISITIONS

are

documents

initiated

by

requesting

department/divisions/budget managers indicating that there is a need for materials.

A. All purchases other than emergency purchases by Physical Plant personnel, purchases for postage/shipping costs, or purchases specifically approved by the college’s Board of Trustees require purchase order requisitions/purchase orders. Vendors have been notified of purchasing procedures. B. All purchase order requisitions must contain the correct name and mailing address of the vendor, quantity, detailed description including make, model, catalog number, etc., unit cost and extended cost (actual cost is desired but estimated cost will be accepted on requisition). Requisitions with insufficient information will be returned therefore delaying the ordering of the item. C. All requisitions require approval by the next higher level of administration than the person actually requesting the material. E. When a properly prepared and approved requisition is received by the Business Office, it shall be reviewed to ensure that the requisition amount will not exceed the budget remainder for that particular line item. If sufficient funds do not appear available, a research of the account is conducted by Business Office personnel to ascertain that the remaining budget balance is correct. Requisitions for purchases pertaining to budget line items with insufficient funds will be returned to requisitioner for an adjustment in the requisition or with a request for the requisitioner to complete a budget deviation form for a transfer of funds. II. All requisitions are subject to public purchasing law requirements. A determination shall be made as to whether or not quotes or bids shall be obtained prior to the actual placing of the order, in accordance with the following purchasing laws: A. Purchases (the total amount of funds encumbered by single purchase order) less than $5,000 may be made without advertising or requesting competitive bids. B. Purchases less than $50,000 but greater than $5,000 may be made from the lowest and best bidder without publishing or posting advertisement for bids, but at least two competitive written quotes D. Once approved, this requisition shall be forwarded to the Business Office.