Purchasing & Contracts
Workshop

Purchasing and Contracts Resource Guide
 Purpose
 Code of Ethics
 Prerequisites

Consider the objectives and policies of San
Joaquin Delta College
Strive for maximum value

Decline personal gifts

Grant equal consideration to suppliers

Conduct business in an atmosphere of good

faith

Demand honesty

Receive consent for use of proprietary ideas

Make every reasonable effort to negotiate

Accord a prompt and courteous reception

Promote and develop sound business methods

Foster fair, ethical and legal practices

Promote a spirit of unity

Kuali requisition training

Access to enter requisitions
Please hold your questions until the end
of the presentation.

Office Supplies

Requesting Emergency Purchase Orders


An emergency purchase order number can be obtained by emailing Kellie Silva in the
Purchasing department.
Emergency purchase orders are ONLY allowed under the following circumstances:
 Emergency Repairs
 Replacement parts and supplies needed to avoid interruption of services and/or
instruction
 Safety issues

Commodity Code List
Commodity Code by Buyer
DOREEN CASTLES 209-954-5094: CM 4
6000
6750
9400
12000
13000
13750
14000
20000
20750
21000
24000
24750
26500
35000
37000
37750
46000
Audio Visual Equip, Supplies,Cameras
Audio Visual Services
Broadcast, Radio & TV Equip & Supplies
Child Care (CDC) Equipment & Supplies
Computer Equipment Hardware & Supplies
Computer Services
Computer Software
Fax Equipment & Supplies
Fax Services
Film & Video
Food Service Equipment & Supplies
Food Services
Graphics & Print Shop Supplies
Library Equipment & Supplies
Mailing Equipment & Supplies
Mailing Services
Paper & Envelopes
48000
48750
52000
52750
53000
64000
64750
65000
66500
DEBRA STAPELBERG 209-054-5067: CM 3
2000
Agriculture Equip & Supplies
2750
Agriculture Services
7000
Automotive Equip, Supplies
7750
Automotive Services
8000
Auto Electronics & Auto Body
8500
Bond
9000
Books, Pre-Printed Materials & Publications
9500
Building Materials
11000
Culinary Equip & Supplies
16000
Contracts
18000
Electrical Equip & Supplies
19000
Electronics Equip & Supplies
23000
Floor Covering
27000
Grounds Equip & Supplies
28000
Machinery, Hand & Power Tools
31000
HVAC Equip & Supplies
32000
HVAC Filters
33000
Janitorial Equip & Supplies
33750
Janitorial Services
**
**
**
Laundry Service
Locksmith & Security Equip & Supplies
Maintenance Equip & Supplies
Ornamental Horticulture
Paint & Supplies
Parking Control Equip
Plumbing Equip & Supplies
Police Equip & Supplies
POST Academy Equip & Supplies
Refrigeration
Signs
Swimming Pool Equip & Supplies
Uniforms, Shoes & Boots
Upholstery
Window Coverings
Pre-Bid Conferences for Facility Projects <$15,000
Purchasing Web Site Maintenance
Maintain Supplier Catalog Library
**
**
Musical Services
Office & School Equip & Supplies
Office & School Services
Packaging & Shipping Equip & Supplies
Parking Permits
Promotional
Safety Equip & Supplies
Scientific Equip Supplies
Scientific Services
Transporation Equip Supplies including Vehicles
Transportation Services
Welding Equip Supplies
Welding Services
Yearly/Open PO's & Change Orders
Vendor Entry
Follow Up on Emergency PO's
34750
36000
38000
43000
45000
47000
49000
50000
51000
56000
60000
63000
67000
67500
70000
KELLIE SILVA 209-954-5683: CM 7
1000
Advertisements
3000
Applicances
4000
Art & Drafting Equip & Supplies
5000
Athletic Equip & Supplies
5750
Athletic Services
10000
Ceramics
19250
Emergency Purchase Orders
19500
Fashion Design Equip & Supplies
22000
First Aid Equip & Supplies
25000
Furniture
26000
Gases, Compressed, Liquified & Containers
29000
Hazardous Materials, Equip & Supplies
30000
Health Sciences Equip & Supplies
30750
Health Sciences Services
39000
Memberships, Dues & Subscriptions
40000
Metal Sheets, Rods
41000
Musical Equip & Supplies
41750
42000
42750
44000
47500
54500
58000
59000
59750
66000
66750
69000
69750
80000
PATTY SAMFORD 209-954-5068: CM 8
14500 Confirming - VIOLATION OF PURCHASING PROCESS
**
**
**
**
**
**
**
**
Photography Supplies
Photography Services
Printing & Duplicating Equipment & Supplies
Printing & Duplicating Services
Printing
Telecom Equip & Supplies
Telecom Services
Theatrical Equipment & Supplies
Two-Way Radios
Coordinate Computer & AV Warranty Repairs
Yearly Fixed Asset Audit Reporting
Assist CP with Inventory Thefts
Provide Fixed Asset Reports when Requested
Change of Location Updates
Note Disposal Items in Fam/Cam as provided by Ricardo
Reconciliation of Auction Receipts to Invoices
Provide Surplus Docs to VP for yearly Waste
**
56500 Reimbursements-VIOLATION OF PURCHASING PROCESS **
Fixed Asset Number Assignment
Recording of Donated Items

Approved Department Delivery Location
Department
Academic Senate
Admissions & Records
Ag, Science & Math
Applied Science, Business & Technology
Arts and Communication
Assessment Center
Atherton Theater
Audio Visual
Bookstore
Box Office
Broadcasting
Cal Works
Cal Works Assessment
Cal Works Lab
Campus Police
Career/Transfer Center
Central Receiving
Ceramic Lab
Child Development Center
Community Education
Contracts & Insurance
DSPS
EM Lab
EOPS
Financial Aid & Veterans Service
First Aid & Mobility Center
Fiscal Services
Food Services
Guidance & Counseling
Health Sciences & Nursing
Human Resources
Humanities, Social Sci, Education, Kinesiology & Athletics
Information Services Warehouse
Information Services
Instruction Services
LH Horton Art Gallery
Library, Learning Resources & Language Arts
Mail Room
Maintenance & Operations
Manteca Farm Lab
Men's Locker Room
MESA
Middle College HS
Location
Locke 109
DeRicco 132
SCMA 338
Holt 140
Holt 242
DeRicco 110
Atherton Backstage
Data Center
Danner Hall Bookstore
Locke 104
Shima 146
DeRicco 210
DeRicco 208
Danner 204
Lourn Phelps
DeRicco 219
Danner B4
Shima 138
Child Development Center
Locke 107
Danner B4
DeRicco 233
CMAS Bldg
DeRicco 234
DeRicco 132
Danner 101
Administration 201
Danner Hall
DeRicco 234
Locke 203
Administration 202
Budd 319
Data Center
Data Center
Administration 102
LH Horton Gallery, Shima Bldg
Goleman Library
Administration 108
Danner B6
Manteca Farm Laboratory
Budd 110
SCMA 163
Holt 208
Department
Music Lab
Outreach & Community Relations
Payroll
PERA
Photo Lab
Post Academy
Post Academy (Ammo, Chemicals, Targets)
President's Office
Planning, Research & Institutional Effectiveness (PRIE)
Print Technology
Professional Development Center
Public Information Office
Public Safety
Publication Center
Purchasing
Reading Writing Learning Ctr
Scene Shop
Science & Math (Dana)
Science & Math Bio (Nina)
Science & Math Chemistry (Trinidad)
Science & Math Lab
Sculpture Yard
Small Business Development Center (SBDC)
South Campus Mt House
STEM
Student Activities
Vault Services
VP Student Services
Worknet
YESS/ILP (Independent Living Program)
Location
Holt 105
DeRicco 141
Administration 110
Budd 119
Shima 149
Holt 134
Navy Drive
Administration 103
SCMA 148
Shima 241
Holt 121
Administration 103/Locke 119
Budd 319
Budd 102
Danner B4
Holt 201
Locke 149
SCMA 116
SCMA 220
SCMA 314
Shima 217
Shima 134
56 S Lincoln, Stockton
2073 S Central Parkway, Mt House
SCMA 258
Shima 101
Administration 102A
Administration 107
DeRicco 208
Budd 319

Petty Cash - The petty cash fund exists to reimburse employees for “small
purchases” under $100. Petty cash is processed directly with vault services (cashiering).

Disbursement Voucher - Anything pertaining to disbursement
vouchers is processed directly with fiscal services.

Travel - Travel is not processed through the requisitions process. Anything
pertaining to travel is processed directly with fiscal services.

Fixed Assets -District Fixed Assets are equipment over $1000 including sales
tax, shipping and other related charges. Administrative policy (AP) 6551 requires the district
to perform a campus-wide physical inventory audit of all District Fixed Assets, every two
years. Grant funded Assets must be audited annually.

Vendors - All vendors are required to be entered into Kuali.

Purchasing process - occurs when a requestor
creates a requisition within the Kuali Financial
System.

Complete Kauli Resource Guides at:
https://www.deltacollege.edu/kuali/

Extracted directly from KFS

Developed additional tools

Diagram
Requestor
Create requisition and obtain approvals.
Buyer
Review requisition and process purchase order.
Vendor
Fills order.
Receiving
Accept delivery of order and receive in.
Accounts Payable
Pays Vendor.

How to Enter Requisitions
 General
▪ Receiving Required box:
If order is for…
Goods (Equipment or Supplies)
Services
Yearly Requisition
Open Requisition
Confirming & Reimbursement
Requisition
Contracts Requisition
Subscriptions/Memberships
Then the box should be…
Checked
Unchecked
Unchecked
Unchecked
Unchecked
Unchecked
Unchecked

How to Enter Requisitions
 General
▪ Items Tab:
If item is a…
Good (Equipment &
Supplies)
Service
If Item Type…
Quantity
No Quantity
Then Item Type should
be…
Quantity
No Quantity
Tab and fill in fields…
Quantity, UOM, Catalog
and Commodity Code
Commodity Code

How to Enter Requisitions
 General
▪ Description field :
Not Acceptable
Office Chair
File Cabinet
Acceptable
Task chair, black. Height
adjustable, sliding arms,
seat adjustment,
standard chrome frame
Haworth Series 4 drawer
lateral file, 30”, locking,
color: charcoal.

How to Enter Requisitions
 General
▪ Notes and Attachments:
▪ Go to the Notes and Attachments Tab and attach all documents
required.

How to Enter Requisitions
 Yearly
Tab to the Description field and enter information as follows:
Yearly PO for emergency supplies for (enter your department), not
to exceed $x,xxx. Coverage period 7/1/xx – 6/15/xx. Authorized
users: (list people authorized to use the purchase order).
Example: Yearly PO for emergency supplies for Purchasing
Department, not to exceed $500. Cover period 7/1/15-6/15/15.
Authorized users: Kellie Silva, Patty Samford, Doreen Castles,
Debby Stapelberg.

How to Enter Requisitions
 Open
Tab to the Description field and enter information as follows:
Open PO for (time period, service or supply and department).
Coverage period 7/1/xx – 9/15/xx. Not to exceed $x,xxx. Authorized
users: (list people authorized to use the purchase order).
Example: Open PO for 3 months of ambulance services for football
season, Athletics department. Coverage period 7/1/15 – 9/30/15. Not
to exceed $800. Authorized users: Kellie Silva, Patty Samford.

How to Enter Requisitions
 Membership
Tab to the Description field and enter the following
information as follows:

Who is the association

Who will be covered by the purchase

Coverage period
Example: Membership to Society for California Community
College Purchasing Directors for Maria Bernardino from
January 1, 2015 – December 31, 2015)

Confirming & Reimbursement requisitions
are a violation of the procurement process
per public contract code 20651.
Confirming requisitions must be itemized
 Reimbursement requisitions Transactions with multiple, itemized receipts do
not have to be separated. However, each receipt must be entered on its own line.

CONFIRMINGS
Tab over to Description Field and enter:

“Confirming Invoice”, enter a description
of the purchase

Enter Invoice number

Enter Invoice date

State if Item is Taxable or Non-Taxable
REIMBURSEMENTS
Tab over to Description Field and enter:

“Reimbursement/Payment request”

Enter a description of the purchase

Enter receipt location and date

State if Item is Taxable or Non-Taxable
Note: Transactions with multiple, itemized
receipts do not have to be separated. However,
each receipt must be entered on its own line.

Contract Process
 District/Vendor
Contract Agreement

Contract Process
 District Cover Page
▪ All Independent Consultants must be
preapproved by Human Resources.
▪ Enter correct “name of funding source”
ie: General fund, Bond, Foundation,
Schedule Maintenance, etc.)

Contract Process
 Contract Agreements $2000 and under
▪ District Authorized Signers by Division
▪
▪
▪
▪
▪
▪
Instruction and Planning Office – Matt Westein
Student Services – Lisa Cooper
Operations – Geraldo Calderon
Human Resources – Dianna Gonzales
Fiscal Services – Raquel Puentes-Griffith
The requesting department retains the original copy. The Contracts Office does
not maintain copies of these contracts.
Contract Agreements $2001 and over
 Insurance:
If they are a…
Then…is required
Business, Organization or Corporation
Certificate of Liability Insurance (COI) with the
additionally Insured Endorsement document
Subject Matter Expert (SME)
Such as: Speakers, judges, referees,
individual presenters or artists
Indemnification Form
 Contract
Amendment
Form
 Purchasing/Contract Matrix
Contracts Requisition

Required to be entered after completion of
the contracts process

Required Documents
 Fully executed contract
 Vendor Form (If vendor is not currently in Kuali)
 Certificate of Liability Insurance with Additionally
Insured Endorsement Document
Description Field
Tab to the Description field and enter the following:

Description of services

Term of agreement

Not to exceed amount

Deposit required, if any

SJDC Contract number assigned by Contracts
Department if agreement is over $2001
Example: SJDC Contract #14-119
Note: Also include year 1 of 3, 2 of 3, etc. for each fiscal year.
Frequently Asked Questions

Q. Which commodity code do I use?
 A. Use the commodity code related to the item you are
ordering. For instance, if its computer related supplies, use
13000.

Q. Which object code do I use for equipment?
 A. For questions related to object codes contact your budget
analyst.

Q. How can I find out if my PO has been paid?
 A. Contact the Accounts Payable department.
•
These procedures will be enforced beginning
July 1, 2015.
•
Become familiar with your action list in Kuali.
• Changes, notifications, approvals
• You will be notified of all cancelations
•
Feedback is greatly appreciated – Please send
feedback to psamford@deltacollege.edu