Purchasing Procedure Manual
Throughout the year, your department or program may need to make purchases. The Purchasing Department, authorized by the Board of Trustees and the Chancellor, is responsible for selecting qualified suppliers for supplies, materials, software, furniture, equipment, printing, and services needed by College departments.
Responsibilities of the Purchasing Department:
- Procurement: Purchase or contract for necessary supplies, materials, and services.
- Specifications: Develop and enforce standard specifications for purchases.
- Recommendations: Recommend suppliers for purchase awards and regulate purchase contracts across College campuses.
Only the Chancellor is authorized to sign contracts. Non-authorized personnel who sign contracts assume personal liability.
The Purchasing Department provides catalogs to help departments choose necessary items. If a needed catalog isn’t available, they will assist in obtaining it.
Steps to Make a Purchase:
- Identify Needs: Determine your department’s needs and verify budget availability with campus or department head approval.
- Submit Requisition: Fill out and submit a purchase requisition. Record the assigned requisition number for reference.
- Approval Process: The requisition must be approved by the campus or department head and then forwarded to the budget department for final approval.
- Processing: Once approved, the Purchasing Department will process the requisition.
Important Notes:
- The bidding process can take time, so submit requisitions at least 3-4 weeks in advance of when goods or services are needed. Planning ahead ensures timely delivery of essential services and products.
