Purchasing &
General Services
May 20, 2014
Banner Requisitions Reminders
 Please do not use all capital letters
 Provide a complete justification for the purchase/service
 Why is it needed, Who will benefit, What is it, When is the event (or period
of time)
 Uncheck the Document Accounting
 Attention to: Name/Campus Building 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 in item text: 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
Vacant, Admin Assistant
Irma Sierra, Risk Management Secretary
Gil Cisneros, Contract Specialist
Billy Langley, Sr. Buyer
Deyadira Leal, Technical Buyer
Danielle Barrera, Buyer
Estela Cantu, Buyer
Perla Cantu, Buyer
Vanessa Solis, Buyer
Yvonne Barrera, Purchasing Asst
Connie Villalobos, Purchasing Asst
Jessica Nino, Purchasing Tech
Diana Saenz, Purchasing Tech
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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 Board Policies and Department
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/Marissa Salinas
STC Logo – Office of Public Relations
Audio Visual/Media Eqpt – Cody Gregg
Furniture – Gerry Rodriguez/Pricilla Cuellar
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 include 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:
 Document Text: Event Name, Purpose of Event,
Date/Period the Purchase Order is needed and
Attendees
 Item Text: a list of items to be purchased, date of the
event, 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 for the day 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
Allowable:
 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.
Unallowable:
 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 on Jagnet under the Business
Office.
Travel Authorizations
 Use a Travel Authorization Form for airfare for STC employees. Non
employee travel must be done through an online Banner requisition.
 Out of state travel must be approved by the Division Vice President
International travel must be approved by the Travel Committee and
College 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 and Purchasing. Paper ticket
travelers will receive an email from Purchasing notifying them an
actual ticket is ready for pickup.
Car Rentals
 Rentals must be done through an online Banner requisition even if
booked via Shands
 The approved vendor is Enterprise Rent A Car. 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/item text include: “Car Rental for
(Name)”. List the dates of the rental and the confirmation number in
the item text.
 In the requisition Document Text include: Name of
Conference/Event, Purpose of the trip and location.
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.
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