Purchasing Support

Purchasing Policies and Procedures

Procurement Thresholds

Purchasing thresholds determine the purchasing procedures that must be used when soliciting competition and obtaining offers from vendors. For the purchase of goods, the purchase cost shall include any shipping and installation charges. For the purchase of software or services, the purchase cost shall include the initial purchase cost and any renewal options.

• Small Purchases (up to $29,000): One quote required for purchases up to $10,000; two quotes required for purchases between $10,000 and $29,000
• Informal Purchases ($29,001 - $50,000): Solicitation or Waiver of Competition with one quote attached. Purchasing will issue a Request for Quote.
• Formal Purchases ($50,001 and up): Solicitation

Purchasing Process

Employees are not authorized to place orders directly with vendors unless they are an authorized P-Card user. Employees may only obtain quotes from vendors and submit requisitions with quotes attached to the Purchasing Department. The Purchasing Department will place the order on behalf of the College and the employee to ensure all State laws/rules and College policies/procedures have been followed.

1. Employee determines a need for product/service.
2. Employee obtains product/service information and/or quotes from vendors. 
3. Employee prepares and submits an Etrieve Requisition to their Supervisor for approval. 
   • Depending on the type, complexity, and estimated cost, the following documents may also be required as attachments to the requisition:
     • Quotes from multiple vendors
     • Specifications/Statement of Work
     • UNSIGNED Vendor Contracts/Agreements with terms and conditions (e.g., license agreements, service agreements, advertising agreements) 
     • Request to Waive Competition (e.g., Sole Source-Brand Specific Justification Form or Emergency-Pressing Need Justification Form) 
4. At a minimum, the departmental Budget Manager must approve the requisition. Other signatures may be required depending on the type of purchase and estimated cost. The Requisition will be sent to the Purchasing Department after the final approval.
   • Purchases over $500: Vice President
   • Purchases over $5,000: CFO
   • Equipment: Controller
   • IT-related equipment or software: IT Department
   • Grant-funded: VP over grants
5. The Purchasing Department will evaluate the employee’s requisition and accompanying documents to determine the most appropriate method of procurement. 
6. The Purchasing Department will contact the employee if additional information or documentation is required to process the requisition. 
7. If the purchase is $29,000 or less and all required information has been submitted with the requisition, the Purchasing Department will issue a Purchase Order (PO) to the vendor. 
   • A copy of the PO will be sent to the employee confirming that the PO has been issued to the vendor. 
8. If the purchase is over $29,000 and requires seeking competitive proposals or bids, the Purchasing Department will issue an IFB, RFP, or RFQ as appropriate and seek competitive bids/quotes. 
   • The competitive bid process may take 30 days from receipt of the requisition to issuance of the PO. The competitive bid process may take as long as 3-6 months.  
9. The product/service is delivered to the employee. 
   • Employee sends signed and dated packing slip to A/P Specialist.
10. If a product requires an inspection, the Purchasing Department coordinates the inspection with the employee and the Quality Acceptance Inspector. 
11. The vendor submits an invoice for payment. 
12. The vendor is paid for the product or service provided after the employee approves the invoice for payment and an inspection (if necessary) has been successfully completed.