All vendor account setup shall be established by the business office. Purchasers will submit a completed W-9 form documenting the vendor’s name, address and social security or federal tax ID number before purchasing from the vendor.
Purchasers are responsible for not exceeding available budgeted funds.
The purchaser is responsible for ensuring that sales tax is not charged on any purchase.
Purchases of goods or services from a business in which an employee or his/her family has a financial interest, or may directly benefit from such purchase, is a potential conflict of interest and should be avoided. The purchaser shall not make any such purchases without approval in advance by a member of Executive Leadership.
Purchases requiring a change or addition to campus property and casualty insurance including, but not limited to vehicles or inland marine equipment must be approved by a supervisor at a dean lever or higher.
All purchases that require bids must be approved in advance by a member of Executive Leadership
Sole source procurements require Executive Leadership approval in advance of the purchase.
Many vendors provide discounts through Educational Sales Departments- always inquire about education discounts available.
Purchases made on behalf of another department must be approved by the department from which the funds for the purchase will be used.
Efforts should be taken to avoid purchasing unnecessary or duplicate items. Consideration should be given to consolidating purchases to maximize volume discounts.
All purchase documentation shall be submitted to the Business Office to process payment to a vendor. Invoices should be approved and submitted within one week of request for approval. Invoices cannot be paid until the invoice is approved by an authorized employee in the applicable department – see Quick Reference Approval Guide.
Purchases requiring immediate payment, i.e., travel, in-store purchases, online purchases, should be made with a College procurement card. Payment for all other purchases should be processed through the business office.