All purchasing will be done following appropriate state and local guidelines. For any specific issue, contact your immediate supervisor or the Vice President Finance and Budget.
The following guidelines are intended to minimize delay in obtaining needed supplies and instructional materials.
Repair/Calibration Purchase Requests
Equipment Purchase Requests
Book Store/Book Orders (see separate instructions- General CPTC Purchasing Procedures) Book Orders are processed through the Book Store quarterly on a textbook requisition form provided by the Book Store.
Check the appropriate box that applies to the program Instruction - Career Preparatory - (Entry level training); Instruction - Cont. Ed. Supplemental - (Trade extension and apprenticeship, evening programs); Instruction - Job Account Preparatory - (Realistic Training); (Note: Fee list items are purchased directly by the Book Store); Other: Describe as necessary.
Forward to supervisor for approval.
When you require items from the Resource Center/Library, a Purchase Requisition Worksheet is completed and approved by your supervisor. The signed worksheet and any corresponding information are then forwarded to Library for processing. A Purchase Order is typed by the library staff. All completed Purchase Orders are forwarded to Administration for approval.
Please keep a copy of all worksheets that are forwarded to the Library for future reference. Any questions regarding worksheets, or requisitions are to be directed to the Library staff.
Blanket Purchase Orders may be obtained for use with vendors/suppliers that departments purchase from frequently or on a time sensitive basis. Specific instructions are available from your program supervisor.
Blanket Purchase Order Requisitions use a "printed” form. Requesters route completed Blanket Purchase Orders according to CPTC flow chart. The approved Blanket Purchase Orders are forwarded to CPTC purchasing.
Given to supplier only if requested
To be sent to CPTC Purchasing along with pink copy and receiving papers
For the originator to use if additional copies are needed. This may be destroyed.
This copy is stapled to any receiving documents. A supervisor's signature is required on the pink copy (along with the individual who is authorized to sign upon receipt). Also see Page 6 "Goldenrod" instructions.
This copy is for the originator's file
This copy is used if receiving(Carbon) document is not available. If used in place of receiving document, signature must be in ink on goldenrod copy. Please note if you choose to use the goldenrod as a substitute to avoid confusion.
Both the pink and green copies (the green copy is paper clipped to the pink), when signed, are placed in the CPTC mailroom accounts payable mailbox. If any additional copies are received, they are returned to the originator. Please complete BPO W/D form (extend all items, add known tax/shipping charges, and total correctly). If an invoice is completed and accurate, and is several pages in length, you may reference invoice number and attach instead of completing the body of the withdrawal.
These procedures set forth the guidelines for receipt of supplies, equipment and services that have been ordered through the Clover Park Technical College purchasing system. All merchandise delivered by the CPTC Warehouse requires the signature of the receiving staff person. NO STUDENT SIGNATURES WILL BE ACCEPTED.
Most items received will be shipped to the Central Receiving Department of the College which is located in the Central Receiving Warehouse (Bldg 22). The determination of whether to ship the items to Central Receiving or to the department, will be determined at the time the order is placed by the Purchasing Department.
If an item is to be shipped to your location, the goldenrod copy of the purchase requisition or purchase order will be sent to you.
The Receiving Report is filled out in Central Receiving for items received there. When the items reach their destination, the person taking delivery will sign and date the Delivery Receipt copies and retain the goldenrod copy for the office records.
If the item received is a fixed asset, the Delivery Receipt will be accompanied by a fixed asset inventory receipt form which will also require signature.
If there are any discrepancies between the received merchandise and the order, notify the Purchasing Department immediately. DO NOT CONTACT THE SUPPLIER OR SHIPPER.
The person receiving and signing for goods or services on behalf of the College, whether in Central Receiving or a department, has the complete responsibility for noting the accuracy and condition of each item at the time of receipt. Shipments should be checked the day of receipt.
Be sure to inspect all cartons for exterior damage prior to signing the delivery receipt. Check for damage even if the item has been received in the Central Receiving Department. If damage is apparent, note same on the delivery receipt (both the delivery person’s copy and your copy.) Failure to follow these procedures indicates the shipment was accepted in good condition, allowing no recourse for recovering any monetary loss by the College.
Open all cartons immediately and inspect contents for concealed damage. If damage is noted, contact the Purchasing Department. DO NOT CONTACT THE SUPPLIER OR SHIPPER.
Keep damaged items and cartons in which they were received until notified by the Purchasing Department as to disposition.
Receiving documentation which authorizes vendor/supplier payments must be signed with a full signature (not initialed) by a College employee. A student signature or facsimile signature is insufficient.
The reason for this regulation is that only a College employee may act as an agent for the College.
THE FOLLOWING PROCEDURES DO NOT APPLY TO A DEPARTMENT IF THE ITEMS HAVE BEEN FIRST PROCESSED THROUGH CENTRAL RECEIVING.
Central Receiving personnel will process receiving documentation for items received by them. If you are responsible for processing receiving documentation, the goldenrod copy of the requisition/purchase order will have been sent to you by Purchasing.
NOTE: One of the following signed types of receiving documentation is required for all goods and services received and requiring payment by the College:
Goldenrod copy of Purchase Requisition/Purchase Order/Blanket Purchase Order Withdrawal
Packing slips, goldenrod copies of purchase orders, and any additional receiving documentation are to be processed daily and sent to the Accounts Payable Department. Any invoices received should be forwarded to Accounts Payable.
NOTE: Notify the Purchasing Department immediately of any discrepancies in your order. DO NOT CONTACT THE SUPPLIER OR SHIPPER.
Make a copy of the goldenrod and:
NOTE: When receiving merchandise against the goldenrod copy of a Blanket Purchase Order Withdrawal, sign and date the copy indicating if the withdrawal receipt is partial or complete. This signature/date is in addition to the “authorized signature” appearing on the bottom of the form.
The Central Receiving Department is responsible for processing all new fixed asset inventory items received in the Central Receiving area. If a fixed asset item has been received directly by a department, upon forwarding of the receiving information, Central Receiving will come to the item location to identify the item(s) and collect any further information required.
There will be exceptions in certain circumstances that do not lend themselves to submitting receiving on items via a packing list, college-receiving report; i.e., monthly rental charges, UPS billings, etc. In these cases, a signed and dated copy of the supplier invoice will be an acceptable form of receiving documentation.
If you have any questions relative to the handling and processing of receiving documents, contact the Accounts Payable Office.
The resource requirements and associated information management activities employed in the development, use, integration, and management of electronically stored and transmitted information. IT includes all resources and activities employed in the acquisition, development, collection, processing, integration, transmission, dissemination, distribution, use, retention, retrieval, maintenance, access, disposal, and management of information. Information resources include policy, procedures, data, equipment, and applications and related personnel, services, facilities, and organizations.
The Director of Institutional Technology is responsible for the development and implementation of the Clover Park Technical College Information Technology (IT) Master Plan. All upgrades, additions or modifications to existing hardware, software and services must conform to the CPTC IT Master Plan. Requests for IT purchases exceeding $500.00 will be forwarded through the first line supervisor to the Director of Institutional Technology utilizing the Capability Requirement (CAPR) format identified below. The approved/disapproved CAPR will be returned to the originator for additional justification or to be used as an enclosure to a Purchase Order.
CAPR NUMBER: Leave Blank.
DATE OF REQUEST: self-explanatory.
SERVICE REQUIREMENT DATE: Date the service/requirement must be available for the user.
REQUESTING ORGANIZATION AND LOCATION: Department, and building number/ room number (destination of hardware requests).
TYPE OF REQUIREMENT: pick one of the following:
POINT OF CONTACT: Name and telephone number of the person who the requestor wants to coordinate/manage the implementation.
Provide details covering the number and types of equipment currently on-hand and in-use. Discuss any changes to the equipment on-hand that will result from the filing of this CAPR. Specify the number of staff and faculty involved in the function/activity to be changed and any additions/reductions to this staffing level. If the requested resource or service involves expansion, modernization, or increased capability of an existing resource or service, identify what is to be changed and discuss why the change is required.
Explain how physical security is to be provided.
If the requested resource or service must be compatible with existing resources or services, explain. Identify related systems, equipment, interfaces, interoperability requirements, component of campus/building network etc.
Explain what will happen if this requirement is not satisfied.
Limit to explanation/information not otherwise covered.
For example, if there are there unique training requirements, who will provide the training and how much will it cost? Are there any physical modifications required? Is there adequate power? Will you require installation support?
This signature indicates approval by a Cabinet level authority.
To outline the procedure for issuance and use of the State of Washington Procurement Card.
Requests for procurement cards shall be through the department Director/Division Dean and approved by the divisional Vice President.
The divisional Vice President shall forward approved requests to the Vice President of Finance and Budget for review and processing.
The Purchasing Department will issue approved cards to the cardholder along with instructions for use and credit limit restrictions and reconciliation forms.
Cards are to be used for College purchases only.
Cards may not be used for:
This program is intended to supplement the College's purchasing needs and to streamline payment procedures and reduce administrative burdens associated with purchasing of supplies and services. This program is not to be used for capital items or normal purchases, which are to be, submitted to the Purchasing Department on College purchase requisitions.
Procurement card purchases for job account items are to be in accordance with program needs and are to be traceable to the program's job account plan and work orders.
Procurement card purchases for operational items are to conform to all state purchasing guidelines and regulations as follows:
Purchases of $3,000 and above are to be reviewed and approved by the college's Purchasing Department prior to any purchase to ensure that competitive acquisition requirements are being met.
Receipts are very important; save them. State and College policies require receipts for audit and reconciliation purposes. If you misplace a receipt, request a duplicate from the supplier.
Procurement card custodians are required to enter all purchases using the procurement cards on the College's Purchasing Card Activity/Reconciliation Log (copy attached).
Monthly, a memo billing listing all charges for the billing period will be sent directly to the card custodian. The card custodian is to reconcile the memo billing to the Activity/Reconciliation Log, sign it and retain the custodian copy and forward the original with all receipts to the department Director/Division Dean/Vice President for review and approval.
Reconciliation shall be done by the card custodian in a timely manner (within 7-10 working days). Failure to reconcile monthly statements in a timely manner will be grounds for termination of credit card privileges.
Lost cards must be reported to the Purchasing Department immediately. Failure to report lost cards could result in the department being responsible for unauthorized charges.
If you identify a problem on your monthly memo statement, try to resolve it with the supplier. If you are not successful, notify First USA by telephone, using the toll-free number on the monthly memo statement. Additionally, note the disputed purchase on the Log and forward a brief note with the Log, explaining why the charge is in dispute.
Once the disputed charge has been called in to First USA, they will send the card custodian a letter requesting further information on the dispute and ask the card custodian to sign the letter and return the letter for First USA. (The card custodian is to forward a copy of the signed letter to the Purchasing Department.)
First USA will research the disputed charges and make necessary adjustments to the account.