PURCHASING OVERVIEW – PURCHASE ORDER PROCESS
Estimated Value
Less than $5,000
(this means $4,999 or less)
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Between $5,000 and less than $25,000 (this
means $24,999 or less)
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$25,000 or More
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Approach:
Consider using LCC Card for small dollar purchases. Ensure vendor accepts
VISA card before placing order.
If not on an LCC Card, Customer inputs Banner Requisition. If vendor is not in
Banner, they will need to complete a Vendor Application and W-9.
Purchasing will award to the suggested source. We will call vendor to identify the
work, discuss the price and award the purchase order.
If purchase is a service on a Banner Requisition the customer must process a
Banner Receiver after services have been received and accepted. If items
delivered to Campus Receiving they will process the receiver.
Vendor mails invoice to Accounts Payable and they will process payment if there
is a purchase order, receiver, and invoice. This is called the “three way match.”
Customer inputs Banner Requisition.
1. a. Exception: No Bid Justification Letter if $5,000 or more and vendor is not a
sole source for the supply or service.
1. b. Exception: Sole Source Justification if there is no other source that can
provide supply or service.
Purchasing will call at least 3 qualified vendors to identify the work, discuss
various approaches and request written quotations. The buyer will evaluate the
quotes, document decision, and award a Purchase Order to the vendor who
provides the most favorable quote to the College. If vendor is not in Banner, they
will need to complete a Vendor Application and W-9.
If purchase is a service on a Banner Requisition the customer must process a
Banner Receiver after services have been received and accepted. If items
delivered to Campus Receiving they will process the receiver.
Vendor mails invoice to Accounts Payable and they will process payment if there
is a purchase order, receiver, and invoice. This is called the “three way match.”
Customer provides a Statement of Work (for services) and/or Banner
Requisition (supplies) with an estimated cost of $25,000 or more.
1. a. Exception: No Bid Justification Letter if $5,000 or more and vendor is not a
sole source for the supply or service.
1. b. Exception: Sole Source Justification if there is no other source that can
provide supply or service.
Purchasing reviews Statement of Work and/or Banner Requisition. Buyer
prepares and issues an Invitation for Bids (supply) or Request for Proposals
(supply and services, or services only). Holds public bid opening. Assembles
evaluation committee, holds interviews as needed, and makes award
recommendation. If vendor is not in Banner, they will need to complete a Vendor
Application and W-9.
If less than $100K can proceed with award, If award is $100K or more,
Purchasing prepares a Pre Award Transmittal for the Board packet. The Board of
Trustee will review and provide approval or rejection of the purchase.
If purchase is a service on a Banner Requisition the customer must process a
Banner Receiver after services have been received and accepted. If items
delivered to Campus Receiving they will process the receiver.
Vendor mails invoice to Accounts Payable and they will process payment if there
is a purchase order, receiver, and invoice. This is called the “three way match.”
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Approvals:
Purchases made on an LCC Card must be reconciled by payday Friday in CONCUR.
Requestor’s Supervisor must approve requisition. Banner will not forward without
Supervisor’s approval.
Purchase Order approval is required (Director of Purchasing).
Requestor’s Supervisor must approve requisition. Banner will not forward without
Supervisor’s approval.
1. a. Requesting official of at least the level of a Dean.
1. b. Requesting official of at least the level of Dean.
Purchase Order approval is required (Director of Purchasing).
Note: Purchasing is responsible for determining contract type (e.g. Purchase Order
versus Blanket Order). Customer will be informed of the contract type and their
responsibilities.
Preliminary project approval must be given by Supervisor. This means they have
available budget for the purchase. Purchases of $100K or more require approval of
the CFO prior to submission to Purchasing.
1. a. Requesting official of at least the level of a Dean.
1. b. Requesting official of at least the level of Dean.
Purchase Order Approval (Director of Purchasing).
Note: Purchasing is responsible for determining contract type (e.g. Purchase Order
versus Blanket Order). Customer will be informed of the contract type and their
responsibilities.
Board of Trustees must approve purchases of $100K or more. Once approval is
given, Purchasing will process the purchase order. (Director of Purchasing and
Chief Financial Officer will process approvals in Banner).