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Purchasing Procedures

3.4 Purchasing Procedures
Revised
2018

Policy

In order to provide various goods and services for the purpose of conducting official activities of the College and to maintain fair and equitable business relationships with vendors, all purchasing is subject to Washington State laws and regulations as overseen by the Department of Enterprise Services (DES).

Employees are responsible for compliance with established procedures. The College will not assume responsibility for any obligation incurred that is not processed according to state and college procedures and regulations.

Procurement reform law (RCW 39.26.110) requires that those developing, executing, or managing procurement complete training. Use the following link to identify what training is needed.

https://des.wa.gov/sites/default/files/public/documents/About/Procurement reform/training/ PR TrainingByDuties.pdf

Procedure

Purchase Requisitions

Purchases for $200 or less should not be made by purchase order but rather with cash or credit card. With the exception of petty cash and credit card purchases, no other purchase may be made, order placed, or request made for goods until a purchase order is issued. With the exception of emergency repairs, purchase orders are issued only after Purchasing receives a completed and approved purchase requisition.

Reimbursements to individuals may only be made when evidenced by a receipt for cash spent out of pocket. Air travel miles, gift cards, rebates, personal discounts, etc. may not be included in a reimbursement.

The purchase requisition (http://staff.cptc.edu/forms) must be completed in its entirety. Complete descriptions, prices, vendor information, and budget account coding must be provided. The completed requisition should only be forwarded to Purchasing after the necessary signatures and budgetary approval are completed. Once the fully completed requisition is in Purchasing, allow five business days for processing.

When it is necessary to change a purchase order, a purchase requisition change order must be completed.

When patronizing a particular vendor for supplies on a repetitive basis, a blanket purchase order may be requested.

Petty Cash

An employee may be reimbursed for small purchases of supplies and materials (not food). Approval from the supervisor with budget authority is required prior to purchase. $100 is the maximum amount per request but any purchase over $SO will need to be approved prior to reimbursement by the Procurement and Supply Specialist. Purchases may not be split to avoid the limit. All petty cash disbursements must comply with purchasing regulations.

Credit Card

Requests for credit cards should be made through the department director/dean and approved by the Vice President then forwarded to the Procurement and Supply Specialist. They will issue the card, require a signed user agreement, and will provide instructions to the end user.

Cards are for college purchases only and are meant to supplement purchasing needs.

In general, cards cannot be used for: cash advances, personal purchases, purchasing from a family member, or purchasing equipment, materials, or supplies restricted by policy, guidelines or contract agreements. Review the "instructions for use" for a more comprehensive list.

The end user is responsible for keeping all receipts. Monthly reconciliation is required by a date supplied by Accounts Payable. Misuse of the card or past due reconciliation will be grounds for loss of card privileges.

Report lost cards to the Purchasing Office immediately. Incorrect charges must be resolved by the end user, supplier, and the credit card company.