Purchasing General Information
Departments may purchase items through two avenues only: Purchase Requisition or Petty Cash.
The petty cash process operates as follows:
- Petty Cash purchases are limited to $250 per day, (increased amount with prior approval) per Index number.
- Sales tax is not reimbursed for college purchases.
- Employees locate and pay for the needed items. Note: Services and Memberships cannot be reimbursed using petty cash. A purchase order must be issued for services and/or memberships of any type.
- Employees complete a petty cash voucher, attach original receipt(s), and forward for the financial manager and their supervisor signature. Original receipts must show details of items purchased and type of payment.
- After review and audit by Business Services staff:
- Claims under $75 - a cash reimbursement is prepared
- The employee is notified by e-mail when the reimbursement is ready.
- The employee receives the reimbursement at the cashier's office by showing picture identification and signing for the funds.
- Claims over $75 - an operating check is prepared and mailed to employee's home address.
- Claims under $75 - a cash reimbursement is prepared
- The department is charged.
The Purchasing Office processes all other purchases with the following process:
- Employees complete a requisition form and forward for budgetary official and their supervisor signature. A Computer Hardware or Software request form is also completed and attached if the requested order includes hardware or software items.
- After review by the Vice President of Business and Finance, the purchasing office will process the requisition and generate a purchase order.
- Purchases totaling $5,000 or more must be bid with at least three vendors.
- Purchases totaling $25,000 or more must be bid in writing with at lease 15 vendors.
- Occasionally, purchases that total less than $5,000 require a bid. Purchases are reviewed on a college-wide basis concerning totals by vendor and totals by item group.
- The department will receive a copy of the requisition and the blue copy of the purchase order.
Purchasing Notes:
- The college is not responsible for payment of any items not properly processed by the Purchasing Office in advance of the order or approved for petty cash reimbursement.
- The Purchasing Office processes all bids.
Please review the purchasing processing procedures for additional information.
