PURCHASING 101 Budget Purchasing Accounts Payable Purchasing 101

PURCHASING 101 Budget Purchasing Accounts Payable

Purchasing 101 Objectives Ø Ø Ø Who to Contact Acquisition Process Suppliers Purchase Orders Office Products & Paper

WHO TO CONTACT

Who to Contact Our Staff Ø Ø Ø Ø Amiee Wenson, Purchasing Manager Cherieé Dawson, Purchasing Coordinator Joe Fountain, Purchasing Specialist Betsy Burriss, Supplier Specialist Katrice Heard, Purchasing Assistant Barbara Poole, Procurement Compliance Coordinator Nita Isenhour, Payables Coordinator

Who to Contact Email Us Ø Purchasing. Info@mcckc. edu

ACQUISITION PROCESS

Acquisition Process Create purchase requisition, and attach quotes or other documentation Route for approval and submit to purchasing Reviewed by Purchasing Manager A PO is generated from the requisition, and a number is assigned PO is budget checked, dispatched, and sent to the supplier Goods are received and / or service is completed Invoice received and emailed to requester Invoice entered for payment against PO. Invoice ≥ $1, 000 must be approved Voucher is budget checked, and payment is in the next check run After all invoicing has been processed, the purchase order is closed Identify need for goods / services Purchase is ≥ $3000, obtain 3 quotes. Exceptions: Sole source, Coop. , or MCC contract

Acquisition Process Requisitions Ø Entered in People. Soft, Routed Electronically (E-Requisition) Ø Submit Prior to Receiving Goods / Services Ø For Food Related Purchases, Refer to District Policy (4. 15030 DP) ü Attach Documentation Referencing MCC Event ü Attach List of Participants for Closed Events Ø Pre-payment – Payment at Time of Order ü Subscriptions, Memberships, Registrations ü Must Attach Documentation for Payment

Acquisition Process Thresholds Ø Purchase is < $3, 000 ü No Quotes or Bids Required Ø Purchase is ≥ $3, 000 ü Three Competitive Quotes Required Ø Purchase is ≥ $10, 000 ü Formal Solicitation Required Ø Exceptions ü Sole Source, Cooperative Purchasing Agreement, Existing MCC Contract

Acquisition Process Board Approval Ø Any Purchase ≥ $25, 000 Ø Aggregate Total for Supplier ≥ $25, 000 ü Purchases of Any Amount May Require Approval ü Term & Supply Fiscal Year Contracts for Common Suppliers

Acquisition Process Formal Solicitations Ø Bid – Determine supplier to provide best goods / service for lowest price Ø RFP – Determine supplier to provide best contracted service for overall value Ø RFQ – Obtain qualifications for suppliers to provide professional services

Acquisition Process Approval Workflow Routed Electronically through E-Requisitions Ø Purchase is < $500 ü Supervisor Approval Required Ø Purchase is ≥ $500 and ≤ $5, 000 ü Supervisor Approval Required ü Associate Dean / Director Approval Required Ø Purchase is > $5, 000 and ≤ $25, 000 ü Supervisor Approval Required ü Associate Dean / Director Approval Required ü Unit Officer Approval Required

Acquisition Process Approval Workflow Routed Electronically through E-Requisitions Ø Purchase is > $25, 000 ü Supervisor Approval Required ü Associate Dean / Director Approval Required ü Unit Officer Approval Required ü VC of Financial & Administrative Services Approval Required ü Board Approval Required Ø Grant Related Purchases Route for Additional Approval per Grant Guidelines

Acquisition Process Invoicing & Payments Ø Reference PO Number on Invoice Ø Invoices / Receipts for Food Related Purchases Must Be Itemized Ø Amount < $1, 000, Paid Automatically Ø Amount ≥ $1, 000, Approval Required Ø Check Runs on Tuesdays & Thursdays

SUPPLIERS

Suppliers Ø Online Vendor Application & Form W-9 Required Before Placing Orders Ø Search for Active Suppliers in People. Soft ü Status vs. Effective Status

Suppliers

PURCHASE ORDERS

Purchase Orders Definitions Ø Encumbrance – Amount of PO not spent, set aside in budget Ø Open PO – Issued to a supplier for entire fiscal year, estimated amount ü Recurring Charges ü Frequent Orders Ø Change Order – Increase / decrease amount encumbered on a PO, Change Order Request Form

Purchase Orders PO Inquiry Ø View Purchase Order Status & Details Ø Track Invoices & Payments ü Activity Summary ü Document Status

Purchase Orders

Purchase Orders

Purchase Orders

OFFICE PRODUCTS & PAPER

Office Products & Paper Rangel Distributing Ø Contracted through February 2020 Ø Place / Approve Orders Through Website ü Do Not Submit an E-Requisition Ø Small Order Fee Ø Desktop Delivery Option Ø Favorites List for Copy Paper Ø Assign Correct Budget Code by Item ü 510301 – Office Supplies ü 510302 – Instructional Supplies ü 510307 – Copy Paper

Office Products & Paper

Office Products & Paper

QUESTIONS?

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