Requisition and Procurement Regulations

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Overview | Authority | Definitions | Regulation | Grant funds | Where to send documents | Budget limitations | Conflict of interest | Purchases for personal use prohibited | Personal items | Used goods or equipment purchases | Demonstrator goods or equipment

Overview

The College's purchase order system is under the supervision of the Director of Administrative Services-Harper Campus. The system provides for the orderly and cost effective acquisition of the products and services needed to support the College and its mission.

Authority

The College's purchase order system is in compliance with state law and administrative code governing the conduct of state agencies expending state funds.

Definitions

A requisition is a departmental or office unit's request for goods or service from a provider of products and services (a vendor). It is prepared by department personnel and into E-Procurement or Colleague as applicable.

A purchase order is an order from Procurement Department to buy requested goods or services from a vendor specified on the order. It is prepared by Buyer and sent to the vendor, who fills the order and sends an invoice for payment.

A procurement card (P-Card ) is a VISA credit card issued by a financial institution contracted by the State of North Carolina to provide an alternate means of payment for goods and services, according to established guidelines. It does not require approval, on-line entries, or available funds encumbrance; monthly billing statements show all charges which are to be reconciled by the cardholder. Allows emergency purchases and can replace some types of check requests and petty cash.

NOTE:  P-Card cannot be used for travel related expenses, including but not limited to airfare, hotel payments, meals, parking, rental cars, cash, alcohol, etc.   See P-Card Manual or cont P-card Administrator if you have any questions prior to travel.

A check request is a request for a check to be issued without going through the purchase order process. However, check requests can be used only for certain transactions under $1,000: See Accounts Payable web site.

Regulation

All requests to purchase goods and services from vendors must be submitted directly to the Procurement Department using the on-line Requisition screens, or by use of the purchasing card.

EXCEPTIONS: Travel requests are prepared by the originator/manager and forwarded directly to the Accounts Payable office.

Grant funds

Any expenditures made from a grant fund must be approved by the project director or other such authorized agent, who must furnish to the Procurement Department, in advance of any Procurement activity, a complete copy of the grant and  any grant restrictions that would affect purchases made from the funds.

Where to send documents

Budget limitations

If sufficient funds are available, the Procurement Department will encumber and process the order. If funds are not available, the requisition will be held in the system until funds are transferred.

Conflict of interest

The College is not allowed to purchase goods or services from employees or immediate family members of any employee.  Refer to State Purchase and Contract manual for details.

Purchases for personal use prohibited

The Procurement Department is prohibited by the State of North Carolina and College regulations from issuing purchase orders for an employee's benefit. All purchase orders issued must be for goods  and services to be consumed in instructional/administrative use only.

Personal items

The following is a list of items which cannot be purchased using state funds (Account numbers beginning with a '1'):

Purchase of Used Goods and Equipment

When a department wishes to buy used goods or equipment, the request must be justified on the purchase requisition and submitted to the Buyers for approval. Warranty must be in effect and clearly specified.  Used goods or equipment purchases are subject to bid guidelines when necessary.  Used equipment may be sold "subject to prior sale" and must be specified as such by the vendor.

Demonstrator goods or equipment

Companies may allow a special discount price for demonstrator goods or equipment which still maintains a new warranty status. This offer may be accepted if all other purchasing terms are met, but also must be considered in competition with vendors furnishing the same new or demo equipment. "New warranty" conditions must always apply.


Last modified: 01/24/08
URL:http://inside.cpcc.edu