Purchasing

If the total commitment is $100 or more:

Before committing the College’s money, you must have a written pre-approval form signed by your budget supervisor. Do not break up larger purchases into multiple orders of less than $100. This includes charges to College credit cards.

If the amount is $1,000 or more:

Get your supervisor’s signature, then send the form to the officer responsible. You must get the form back, countersigned by the College officer responsible for your area, before you commit $1,000 or more of PC funds.

If the amount is $5,000 or more:

The form must be countersigned by the VP for Finance and Administration if the amount exceeds $5,000. Your officer will arrange for this approval after he or she signs the form. Do not commit $5,000 or more of PC money before the form is returned to you with VP for Finance and Administration approval.

Contracts may be signed on behalf of the College only by one of the following:

VP for Finance and Administration or President. A contract may impose liability on the College that can potentially far exceed the contract amount. Send contracts to your officer with adequate lead time.

Obtain a W9.
Please have any new vendor, including individuals, fill out a W9, and the Request for Taxpayer Identification Number form.  The College is required to have a W9 on file for all vendors. If you have any questions, please contact Ms. Melissa Gregory, Accounts Payable (ext. 8210).

Receipts are subject to audit.
To meet IRS and audit requirements, officers will review a random sample of all charges in their areas. The Business Office will continue its internal audit of purchasing, with added focus on proper documentation (meeting IRS guidelines).

Develop a budget and get approval in advance for overnight travel:

A Travel and Entertainment (T&E) form must be completed before any overnight travel or any travel that will exceed $100 in total expense.

Please complete the requested information and budget column and obtain all necessary approvals before arranging travel plans.

Within 14 days of travel, complete the Travel and Entertainment form (“Actual Expenses” section) and submit a copy of your completed form:

• To your budget manager. Include copies of all receipts.
• To Accounts Payable for out-of-pocket reimbursement. Include original receipts for items to be reimbursed.
• With your credit card statement. Include original receipts.

For more information, please view the Travel and Entertainment Policy.

Receipts are subject to audit.
To meet IRS and audit requirements, officers will review a random sample of all charges in their areas. The Business Office will continue its internal audit of purchasing, with added focus on proper documentation (meeting IRS guidelines) for travel and entertainment.