Purchasing Process

Columbia College

Arts and Sciences Division

The following procedures must be followed and appropriate forms filled in completely and approved by the Division Dean Prior to purchasing or otherwise obtaining goods and/or services for which Columbia College will be responsible. Otherwise, “Purchase at your own risk.”

Purchases by Requisition and subsequent Purchase Order

1. Get product or service type, model, price from supplier

2. Fill out a Purchase Request (requisition) form including the following information:

a. Name of person and discipline making the request for funds

b. Date of request

c. Quantity, description and part number (if applicable)

d. Price (budget must be identified and balance sufficient to cover proposed expenses)

e. Tax and shipping/delivery charges (if any)

f. Vendor name, contact person and phone number, if possible

g. Previous PO information (if applicable)

h. Account number to which purchase is to be charged (balance) and whether Fund I (general operating expenses) or Fund II (restricted funds such as donations, etc.)

3. Turn in Purchase Request to the Division office for approval

4. Dean reviews request and, if approved and funds are available, enters into DataTel

5. When approved by all concerned, (including Columbia COO and District Purchasing Dept.), Purchase Order (PO) is created and sent directly to vendor or back to Columbia for processing

6. When goods or services are delivered to Columbia, they are checked in and verified by Columbia College Receiving Dept. as received and in good condition. If requesting individual receives a direct shipment for some reason, such person is to sign Invoice as received and in good condition.

7. Signed invoices should be returned to Division Office for processing for payment to vendor.

Purchases by Cash

1. All “out of pocket” cash purchases by employees must be approved by Division Dean in advance of purchase. Budget must be identified and sufficient to cover proposed expenses

2. Pre-approved “Out of pocket” cash purchases must NOT exceed $100.00

3. Employee must fill out a “Direct Payment Request” for reimbursement

4. ORIGINAL purchase receipt must accompany request for reimbursement

5. Upon approval by Dean, reimbursement will by made at next billing cycle.

Honoraria for Non-employees of YCCD

1. All services provided by outside vendors, (models, speakers, guest performers, etc.), must have Dean approval prior to services being performed

2. Budget must be identified and balance sufficient to cover proposed expenses

3. Non-employee honoraria must be signed by all local parties necessary before the services are rendered

4. Following completion of the non-employee honorarium, a purchase order is generated.

5. When services have been rendered, payment is issued.

Honoraria for Employees of YCCD

1. All honoraria must have Dean approval prior to employee working

2. Budget must be identified and balance sufficient to cover proposed expenses

3. Honoraria must be signed by all local parties necessary before the employee is working

4. Following completion of the non-employee honorarium, a purchase order is generated.

5. When services have been rendered, payment is issued.

Change of Venue (“out of classroom experience”)

All changes of venue for academic classes must be approved in writing and in advance by the Division Dean prior to scheduling or participating in alternative or out-of-classroom activities. Please fill out appropriate change of location form and submit to Division Dean’s office and acquire written approval prior to moving class from scheduled location. All requests for change of venue must be accompanied by the following:

1. Name of class, name of instructor, date, time and location

2. Name of class, name of instructor, date, time and location to which class will be temporarily changed.

3. Transportation arrangements, vehicle rental, mileage, meals, housing, etc. identified.

4. Fill out a “Request for Transportation” form and submit to Dean’s office.

5. Budget impacts: what, if any, charges are expected to be incurred by change of location and budget number and balance of account to which expenses are to be charged.

6. Event purpose, objectives and/or intent of change of venue.