Thursday, July 29, 2010
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Business Operations - Purchasing Department
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The Purchasing Calendar is used as a tool to remind you of deadlines and events. Deadlines allow the consolidation of orders for economy of purchase. To avoid missed orders, please submit requisitions as early as possible.
Late requisitions may be returned unprocessed.
The following instructions must be used in completing your Purchase Requisitions forms:
| 1. | Route requisitions to departments that require additional approvals, i.e. Special Projects, Textbook, and finally to Fiscal Services for budget checking. Fiscal will forward the req to Purchasing. See attached flow chart. |
| 2. | Make sure requisitions are funded in the right account. Make allowances for freight (10%) and tax charges (9.75%). |
| 3. | Give sufficient information such as brand name, model number, size, function, color etc. Make sure each line has a noun - exactly what are you requesting? Alternates may be provided to standardize equipment. Vendor name you provide shall be for reference only. Purchasing will award based on lowest responsive and responsible vendor. Allow sufficient time for processing of requisitions. Categorically funded purchases require additional approval, therefore add at least 2 more weeks of processing time. |
| 4. | State justification and site counsel approval dates are required on categorically funded purchases. For specifics, contact Mr. Mike McCoy. |
| 5. | Confirmation received requisitions shall not be accepted for processing except in the following cases: tuition, subscription, yearbooks, renewals, and/or emergencies with written justification. |
| 6. |
a. All computer (desktop, tower, notebook, laptop and server) requisitions must be sent to the IT Department prior to going to Fiscal Services. This includes all "Refresh", "Categorical" and "General Fund" computer requisitions. These requisitions will be forwarded to Fiscal Services and then to the Purchasing Department after IT approval. Any requisition reaching the Purchasing Department without the IT approval will be returned to the IT Department for that approval, and may delay the purchasing of the items listed on that requisition.
b. All computer (desktop, tower, notebook, laptop and server) requisitions must include the following information on where the computer(s) will be located: Site Name, Building Number (or Building Name), Room Number and Quantity for each location. This is a State, County and District requirement and, as such, is subject to audit. Any requisition reaching the Purchasing Department without the location information will be returned to the site for that information, and may delay the purchasing of the items listed on that requisition. Strict adherence to the calendar will ensure on-time delivery of materials and services. Unnecessary delays may be avoided with careful planning. If there are any questions, please call the Purchasing Department at extension 21218. Download - Purchasing Flow Chart Download - Purchasing Calendar 2009-2010. |
