Purchasing &
General Services
September 26, 2013
Banner Requisitions Reminders
 Please do not use all capital letters
 Provide a complete justification for the purchase/service
 Uncheck the Document Accounting
 Attention to: Name/Campus Bldg Room
 Provide answers to questions when purchasing software
 No “Zero Amount Line” add to item text of the line above
 Open Purchase Order include in Item Text: Authorized Users and
Period Needed
 New vendor information in the document text should include: name,
address, phone number or email address
 For Rental Cars provide: driver’s name, rental dates and confirmation
number (employee must have a valid drivers license)
Purchasing Department Staff
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Becky Cavazos, Director of Purchasing
Fernando Lamas, Asst Dir of Purchasing
Danielle Barrera, Admin Asst
Gil Cisneros, Contact Specialist
Billy Langley, Buyer
Deyadira Leal, Buyer
Estela Cantu, Buyer
Perla Cantu, Buyer
Yvonne Barrera, Purchasing Asst
Gracie Barajas, Purchasing Asst
Jessica Nino, Purchasing Tech
Connie Villalobos, Purchasing Tech
▫ Phone Number (956) 872-4681
Purchasing Authority
Board Policy 5200
 The Director of Purchasing is delegated the authority to
act as an agent for the College in carrying out the
purchasing activities of the College. The Director of
Purchasing and other Purchasing Department
employees are the only employees authorized to
conduct purchasing duties under established
guidelines.
 Unauthorized Purchases
Purchases made in violation of College policies and
procedures shall be considered unauthorized. Any
employee of the College shall be held personally
responsible for payment of any unauthorized purchases
made in the name of the College.
Purchasing Department Compliance
South Texas College Policies and Procedures
Texas Education Code
Government Code
Federal Circulars
Annual External Audits begin in August through
December covering: Purchasing, Contracts,
Construction, Receiving, Fixed Assets and
Physical Inventory.
Internal Audits and Grant Audits
Approvals
Purchases requiring additional approvals:
Computers/Printers and Software –
VP Jose Cruz/Monica Trevino
STC Logo – Office of Public Relations
Audio Visual/Media Eqpt – Cody Gregg
Furniture – Gerry Rodriguez/Mary Jo Chapa
Facility Additions – George McCaleb
Purchasing Levels
Board Policy 5200
Less than $1,000 – Verbal Quote
$1000 - $4,999 – Written Quote Required
$5000 - $9,999 – Three Written Quotes
Required
$10,000< - Competitive Bidding Process and
Board Approval Required
Bid Process
Purchasing Cooperatives
DIR, TXMAS, TCPN, BUYBOARD, US Communities, etc.
Signifies that this is an order for a State of
Texas Department of Information Resources
(DIR), or Multiple Award Schedule (TXMAS)
vendor.
Texas Cooperative Purchasing Network
(TCPN) or TASB Buyboard are Board
approved Purchasing Cooperatives.
All order over $10,000 must be Board
approved.
Consultant Services
Signifies that this is an order for consultant
services with a specific scope of work.
All consultant contracts require a W-9 form.
It must includes an STC consultant contract
Under $1,000 short form (Financial
Manager’s Signature only)
Over $1,000 long form (President’s
Signature)
Food Purchases
Signifies the purchase or food or
refreshments for an STC event.
The requisition must include a list of items to
be purchased, specific meeting, date of
meeting, and list of authorized purchasers.
The organization must be auxiliary.
If a credit card is required it must be picked
up at the Purchasing Department and all
invoices must be forwarded to Accounts
Payable immediately.
Sole Source Purchase
Signifies a order with a sole source vendor or
sole source item to be purchased.
The vendor quote and sole source letter must
be forwarded to the Purchasing Department.
If order is over $10,000 it will require Board
approval.
Allowable/Unallowable Expenditures
 Purchase of equipment and supplies for
instructional/office use only.
 Memberships in professional organizations when the
membership will result in a direct benefit to the
institution.
 Purchase of Employee Gifts
 Purchase of Alcohol
 Purchase of Flowers, Floral Arrangements and Plants
 Purchase of Christmas Cards
 Donations to Charitable Organizations
 Guidelines are available at the Business Office website.
Travel Authorizations
 Use a Travel Authorization Form for airfare for STC employees. Non
employee travel must be done on an online requisition.
 Out of state travel must be approved by the Division Vice President
International travel must be approved by the President. Paperwork
cannot be processed without appropriate signature approvals.
 Airfare pricing is volatile and not guaranteed.
 Fax completed travel authorization forms to Purchasing (872-4688) to
help assure pricing and expedite processing.
 Most flights are Etickets and traveler receives itinerary with Eticket
number via email direct from Shands. Paper ticket travelers will
receive an email from Purchasing notifying them an actual ticket is
ready for pickup.
Car Rentals
 Rentals must be done on an online requisition even if booked via
Shands
 Use Enterprise and Advantage Car Rental only. Mention corporate
account #s to assure pricing. Enterprise: TXJ1080
 When selecting vendor a default address will appear, select the
lookup button (the magnifying glass icon) for additional addresses
and choose the appropriate match. If the address you want is not
found, choose the default address and add the actual address info,
phone & fax numbers in the document text field so that a new
location may be added to the system.
 In the requisition description field line put: “Car Rental for (Name)”.
List the dates of the rental and the confirmation number in the item
text.
Return/Missing Items Form
This form must be completed if an item needs
to be returned or is missing.
Information required on the form: Contact
Name/Phone, Purchase Order, PO Line item,
and problem.
Remember that you only have 1-2 days to
report any discrepancies with your order.
Return/Missing Items Form, continued
Fax return/missing item forms to the
Purchasing Department via fax 872-4688.
Have the item ready to be picked up by the
receiving department.
The Receiving Department will not pick up
items without Purchasing Authorization.
Also get a signature for items being picked
up.
Receiving/Mail Services Staff
 Jerry Quintanilla, Supervisor
 Marcos Perez, Fixed Asset Specialist
 Jose E Romero, FA Assistant
 Julio Cuestas, FA Assistant
 Gus Garcia, FA Technician
 Elihu Flores, FA Technician
 Deisse Esparza, General Srvs Technician
 Artemio Gutierrez, General Srvs Technician
 Manuel Sanchez, General Srvs Technician
Mail Service Staff
Ernesto Dominguez, General Services Asst
Oscar Munoz, General Services Technician
Jose Ramos, General Services Technician
Ernesto Chapa, General Services Technician
Provide delivery of mail throughout the District
Complete Copy Job Request for all Faculty and
Staff
Receiving/Mail Services
Deliver all items ordered on a purchase
order
Collect surplus and obsolete property
Conduct Annual/Online Auctions
Assist Financial Managers with the Annual
Inventory Verification
Banner Fixed Assets Workflow
Assist with moves and relocations request
Contact Us:
 Purchasing – Pecan Campus
 Phone: 872-4681
 Fax:
872-4688
 Shipping and Receiving – Technology Campus
 Phone: 872-2781
 Fax:
872-2785
 Mail Services – Pecan Campus PB-9
 Phone: 872-6457
 Fax:
872-2575