Purchasing Manual

Contents

1. Purchasing Staff
2. Purchase Order Requirement
3. Quote Requirements
4. Grant Fund Requirements
5. Standards of Conduct
6. New Vendor Forms
7. Capital vs. Current Expense
8. How to Submit a Requisition
9. How to Check Requisition Status
10. Requisition Processing Times
11. How to Cancel a Requisition or PO
12. PO Distribution Procedures
13. Buying from Amazon
14. Buying from Mister Paper & Staples
15. Buying from Other Websites
16. Buying from Sam's, Wal-Mart, Home Depot, & Lowes
17. Buying from Other Local Stores
18. Software & Computer Purchases
19. Reimbursements & Petty Cash
20. Contract Authority Notice
21. Contracts for Personal Professional Services
22. TempForce Rules & Procedures
23. Beverage Exclusivity
24. Furniture Standards for Non-Faculty Offices
25. Wireless Device Policy
26. Inspection & Checking Items
27. Problems with Products or Services

PURCHASING STAFF

Heather Domin - Program Assistant

• Current expense requisitions under $5,000
• Changes to purchase orders under $5,000
• Vendor information packets and W9 forms
• Credit applications and similar forms
• Website issues and inquiries
• Vending machine issues and inquiries
• General Purchasing/Auxiliary questions

Tyffany Wishart - Purchasing Agent

• Current expense requisitions over $5,000
• Changes to purchase orders over $5,000
• All capital expense purchases
• Requisitions for copiers and Dell equipment
• All Tempforce requisitions, POs, & updates
• Surplus item inquiries

David Shlafer - Director of Purchasing & Auxiliary Services

• Bids and purchases over $35,000
• All legal and financial agreements and/or contracts

PURCHASE ORDER REQUIREMENT

No SF College employee is permitted to order any materials, equipment, or services without an assigned purchase order number. A purchase order must be created BEFORE any purchase is made. The only exceptions are: P-Card transactions, emergency petty cash use (per Board of Trustees rule 5.5, personal reimbursements for purchases made from vendors that do not accept purchase orders or must be made in advance. Justification shall be included on the requisition. All such purchases must be approved in advance by the department budget authority and adhere to all applicable regulations. Using a requisition number is not acceptable; only a completed and signed purchase order is valid. Any purchase made without being authorized as described above will be considered a personal purchase, will not be an obligation to the College.

QUOTE REQUIREMENTS

Quote Minimum

Unless the purchase is exempt under SBE Rule 6A-14.0734, requisitions over $5,000 must include three (3) written quotes. Send copies of the quotes to Tyffany and include the following information in your requisition:

• Names of quoting vendors
• Names of representatives who gave quotes
• Contact information for each quote
• Dollar amounts quoted

Minority Vendors

Departments must include at least one local minority-owned vendor when obtaining quotes if possible. Identify minority vendors on your quote as follows: woman-owned (WBE), minority-owned (MBE), or veteran-owned (VBE). If minority-owned (if not already in the College's vendor file), specify the minority (African-American, Asian, Hispanic, etc.) Specify if no quote could be obtained from a minority vendor. If you need help finding minority vendors, contact Purchasing for assistance or see the Office of Supplier Diversity Minority Business Directory.

Large Purchases

Unless the purchase is exempt under SBE Rule 6A-14.0734, procurement of goods over $35,000 must be obtained through solicitation processes.

GRANT PURCHASE REQUIREMENTS

Purchases using funds from grants may have different policies or require additional procedures. In cases where rules conflict, the stricter rules will apply. For example, Federal grants have a quote threshold of $10,000 ($2,000 in the case of acquisitions for construction, subject to the Davis-Bacon Act). Check with your grantor to determine what special rules apply for your grant.

Federal Grants

In addition to a different quote threshold, grants using federal funds must adhere to the following:

• For purchases over $10,000, the College's bid exemptions in FAC 6A-14.0734 do not apply. There is no exemption for technology equipment, educational materials and equipment, food, library materials, or professional services (including consultants). However, the Federal awarding agency or pass-through entity may expressly authorize a specific brand or vendor, but any such authorization MUST be in writing from the awarding agency and MUST be submitted to Purchasing for consideration.
• The federal grant quote threshold is $10,000, but you will need at least three (3) quotes for purchases between $5,000 - $35,000. (For purchases over $35,000, contact Purchasing.)
• Federal grant recipients must assure that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources.
• There are additional requirements for purchases over $250,000. Contact Purchasing prior to taking any action to make such purchases.
• Construction project purchases using federal funds have additional requirements. Contact Purchasing well in advance of any potential construction projects that use federal funds.
• Federal grant recipients may not solicit a bid or quote from an entity which developed or drafted the specifications, requirements, or statements of work.
• Federal grant rules suggest using Federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project cost. Contact Purchasing if you wish to visit the Federal Surplus location in Starke.
• When considering a vendor, check sam.gov to see if the entity is prohibited from doing business with the Federal government. The entity you wish to do business with must not be on the Excluded Parties list.
• There are a number of standard allowable and unallowable costs when using federal funds. These restrictions can be found in the Code of Federal Regulations sections 200.420 – 200.475.

STANDARDS OF CONDUCT

NEW VENDOR FORMS

W-9s & Vendor Information Packets

To use a vendor that is not listed in eStaff's Vendor Browse, you must obtain a W-9 form and SF Vendor Information Packet. Have the vendor send the completed forms to sfpurchasing@sfcollege.edu or via postal mail to room F-42. When received, Purchasing will assign a vendor number which you can then use to submit your requisition.

• Do not write the vendor's Federal ID on the requisition; a W-9 form must be on file.
• Do not retain any W-9 forms in your records. Send all copies to the Purchasing Office.

Credit Applications & Terms/Conditions

If a vendor asks you for credit information, a credit or account application, banking references, or sends you any kind of terms/conditions or financial forms requiring a signature, send these to Purchasing in room F-42, referencing the applicable requisition or purchase order. Do not sign any type of guarantee or credit agreement. Send all such documents to Purchasing for the Director's review and signature.

CAPITAL VS. CURRENT EXPENSE

An item is considered a capital expense if it:

1. does not materially change through use
2. has a useful life greater than one year

These criteria do not apply to component items (such as machine parts) for repair or maintenance of a capital expense item; such components are treated as current expense if they are replacing a broken or worn-out part, since the part has materially changed through use. Exception: Capital items with a unit cost under $200 may be purchased using current funds, if desired.

HOW TO SUBMIT A REQUISITION

Requisitions are submitted via eStaff using My Accounts (ACIM Web) → Requisition Request/Inquiry. If you have difficulty using the screen, see the tutorial video for detailed information on creating a requisition and the requisition approval process. All requisitions must be approved by the budget authority; keep in mind that Purchasing cannot see a requisition in its processing queue until all necessary approvals have been given. If you would like additional training in requisition processes, contact Purchasing.

HOW TO CHECK REQUISITION STATUS

In eStaff, under My Accounts (ACIM Web), select Department Reports and then Purchase Status Browse. Select the account number, and all requisitions and POs for that account will be shown.

• If the requisition does not have a Y-number next to it (e.g. Y12345), the PO has not yet been created. Keep in mind that requisitions do not appear in Purchasing's queue until all levels on the approval path have given approval. You can check the approval path for your requisition by entering the requisition number in eStaff and clicking Requisition Request/Inquiry.
• If the requisition has a W-number (e.g. W12345), it is in progress. If applicable, a note in the status column will tell you what is needed to complete the PO (contract, W-9, quotes, etc.)
• If the status note is In Final Review, the requisition has been processed and is in the queue for the Purchasing Director's final approval. The Purchasing Director may be consulting with legal counsel or otherwise researching the purchase if the purchase order is not created by the next business day.

REQUISITION PROCESSING TIMES

Requisitions under $5000 are generally processed by the next business day unless missing required information or documentation such as a vendor W-9, contracts, etc. If we are waiting on information to process a requisition, we will update the status in eStaff to indicate what is needed.

Processing time for requisitions over $5000 will vary significantly depending on factors such as: obtaining quotes; contract documents to be reviewed and signed; additional required documents and/or information; or if a solicitation is necessary. If Purchasing is waiting on information or an event (such as legal review) to process the requisition, we will update the status in eStaff. Please note that legal review (and subsequent negotiations with the vendor) can take several weeks depending on the complexity of the legal issues.

Year-End/New Fiscal Year

During the months of May-July processing times can increase significantly due to heavy volume. Please plan accordingly.

HOW TO CANCEL A PO OR REQUISITION

To cancel a requisition, tell your budget authority to reject it rather than approving it, and then you can delete it. If it has already been approved and is in Purchasing's queue, let us know and we'll send it back so that you can modify or delete it.

To cancel a purchase order, or if a PO has been created but should not be paid (returned goods, service not performed satisfactorily, event canceled, etc.), inform Accounts Payable and Purchasing immediately.

• If no payment has been made against the PO, Purchasing can cancel it.
• If a payment has been made, Accounts Payable must liquidate it instead.

PO DISTRIBUTION PROCEDURES

Purchase orders are emailed to the vendor unless otherwise specified. If you are using a new vendor, be sure to obtain a contact email address where POs should be sent. If you want your PO distributed differently (fax, postal mail, different email, etc.), you must note this on the requisition. Blanket POs to local stores are the only exception: they are sent to the department, not the vendor, so that you can take the PO with you to the store. (See more in the Local Store sections below.) Otherwise, original POs are not generally sent to the department. You may view your outstanding POs on eStaff.

BUYING FROM AMAZON.COM

To purchase an item from Amazon, submit a requisition in eStaff and Purchasing will place the order using the College's Amazon Business Account. To ensure you get the item you were looking for, please note the following:

• When buying from Amazon, attention to detail is very important. Items at Amazon are sold through many vendors and distributors, both new and used, often with different pricing and shipping charges for the same item. Pay attention to what you're buying, and take note of any shipping charges. The College receives free 2-day shipping for orders over $49, but only if the item(s) you're ordering are eligible. Read the fine print!
• When submitting your requisition, include as much information as possible, such as ASIN, ISBN, SKU, model number, or even a link to the product page, plus specific colors or sizes where applicable. Keep in mind that items from third-party sellers (not distributed or fulfilled by Amazon) may take longer to process and ship than items sold by Amazon directly, and that Amazon prices may change on a daily basis. For small prices changes, Purchasing will correct your PO to reflect the correct amount; for changes of more than a few dollars, we will contact you before placing the order.
• USED/MARKETPLACE ITEMS: While it is technically permitted to buy from the Amazon Marketplace (items that say "available from these sellers" instead of "add to cart"), Purchasing does not recommend it. Marketplace items change price and availability so quickly that by the time a requisition is submitted and approved, the item may be gone or an entirely different price. Marketplace items are not guaranteed by Amazon, are often difficult to return, do not offer package tracking, and are not eligible for free shipping.

BUYING FROM MISTER PAPER & STAPLES

To purchase items from Mister Paper and Staples, you must have an account at their respective contract websites (NOT the same as their main websites). Mister Paper & Staples purchases may only be made via these websites using a PO or P-Card. (Petty cash purchases at local Office Depot stores will NOT receive contract pricing. Remember that sales tax is not reimbursed when using petty cash reimbursement.)

To set up a new account at Mister Paper, use the New User page. To set up a new account at Staples, contact Tyffany. Once you have an account, you may create POs for specific items or set up blanket purchase orders (making sure to list all authorized users). The vendor will add the PO number to the accounts of each authorized user as a form of payment at checkout. You may then place your order online.

Do not allow anyone else access to your Mister Paper or Staples account. For information on special pricing for personal purchases, see the Pricing Contracts page.

BUYING FROM OTHER WEBSITES

Before making any purchase online, you must first find out if the website accepts purchase orders. Some online vendors accept POs at checkout, while others will accept them through a sales rep or specific email address, and others will not accept purchase orders at all. Find out this information BEFORE submitting your requisition! Many purchases are delayed because the department submitted a requisition to a website without checking to see if they accept POs, or how to use them when ordering.

If the site does accept POs, Purchasing will generally send the purchase order to the vendor. Include contact info for the sales rep you spoke to and/or the email to which POs should be sent, as well as any quote or reference number. Obtaining a quote or reference number is allowed, but departments are not authorized to place orders directly online using a PO unless this has been approved by Purchasing (such as Mr. Paper or Grainger). Purchase orders may NOT be applied after the fact to a purchase made by an individual.

If the site does not accept POs, you have the following options:

• Submit an Authorization to Pre-Pay form if the site accepts checks. Keep in mind that you will not receive your order until the vendor has received and processed the check.
• Use a College Procurement Card (P-Card). Check first to make sure the purchase is allowable under P-Card rules.
• Use a personal card and get reimbursed. (The College does not reimburse sales tax.)

If none of these options work for the purchase you want to make, you may need to use another vendor. Contact Purchasing for assistance.

IMPORTANT: Local Stores vs. Store Websites

Buying from a store website is NOT the same as buying from the local store! Some vendors give the College special pricing which will not be shown on their site, and merchandise availability may differ between the site and the local store. Also, online orders may include taxes that must be waived for College purchases. If you want to buy from a local store's website, contact Purchasing to see if we have an account with them. If so, we will place the order for you after your PO is approved. This includes Lowes, Home Depot, Wal-Mart, Best Buy, Sears, and other local retailers. Important: You must indicate online orders in the notes of your requisition. Any requisition that does not specify an online order will be processed as if it were being used at the store.

SHOPPING AT LOCAL STORES: SAM'S, WAL-MART, HOME DEPOT, & LOWES

For these four vendors, Purchasing will send your purchase order to you so that you can take it to the store with you. (Remember that buying online is different!) Only the original PO is valid – do not make copies. It is mandatory that all authorized users be listed on blanket purchase orders. Unless your name is on the printed PO, the store will not allow you to use it. Also, keep in mind that capital items over $199 may not be purchased with a current-expense blanket PO.

Sam's Club

You must have a College-issued Sam's card to use a PO at Sam's. Employees may NOT use personal Sam's cards for College purchases. Cards are $15 per year and expire in November regardless of when they were activated.

Wal-Mart

Purchasing will add your department's account number to the PO. Be sure to specify which location you will use; Wal-Mart requires the PO to match. If you go to a different location, they will not let you use the PO.

Home Depot

List all authorized users on your requisition.

Lowes

Lowes is very strict about authorized buyers; you must present a Lowes Buyer card at checkout or they will not let you use the PO, even if your name is on it. You may obtain buyer cards from Purchasing, which should be checked out to employees only on a per-purchase basis. Please keep the number of buyers to a minimum, and inform Purchasing of any staff changes.

BUYING FROM OTHER LOCAL STORES

Before submitting a requisition to a local store, be sure they will accept purchase orders. If a store does not accept POs, you may still shop there by using a P-Card, petty cash, or through personal reimbursement. If you need assistance finding out if a store accepts POs, contact Purchasing.

• Best Buy - Does NOT accept purchase orders at the store, but Purchasing can place your order through the corporate site for shipment directly to the College. Create a requisition as normal.
• Dollar Tree - Does NOT accept purchase orders
• Hitchcock's - Accepts purchase orders.
• Hobby Lobby - Does NOT accept purchase orders
• HobbytownUSA - Accepts purchase orders
• JoAnn Fabric - Does NOT accept purchase orders
• K-Mart - Accepts purchase orders
• Michael's - Does NOT accept purchase orders
• Office Depot - Accepts purchase orders at local stores, but you will NOT receive SF pricing. Only purchases made online through the Mister Paper/Office Depot Tier 1 site will receive SF pricing.
• Party Store - Does NOT accept purchase orders
• Publix - Does NOT accept purchase orders
• Sears - Purchasing can place your order through the corporate site for shipment directly to the College. Create a requisition as normal.
• Simply Unforgetable Party - Does NOT accept purchase orders
• Target - Does NOT accept purchase orders
• Winn-Dixie - Does NOT accept purchase orders

REIMBURSEMENTS & PETTY CASH

For current-expense purchases up to and including $100, employees may use Petty Cash rather than a purchase order. Department approval is required before using Petty Cash. Have your receipt signed by the budget authority, who must assign a GLC to the purchase, then take your receipt to the Cashier's Office for processing. Splitting purchases into separate transactions to avoid the $100 limit is not allowed.

Petty Cash is NOT permitted for the following purchases:

• Capital expense items
• Beverages violating the College's exclusivity agreement
• Alcoholic beverages
• Holiday cards
• Stamps (one-time postage is allowed)

For certain purchases larger than $100, an employee may use their own funds and be reimbursed, but a requisition should be submitted first. This is generally only done when a vendor does not accept purchase orders. Purchases without a requisition submitted in advance may be rejected by the College if they do not comply with College rules. To process the request, submit a requisition listing the employee as the vendor. (Be sure to include the SF ID number.) Purchasing will create a purchase order. When the employee sends the receipt to Accounts Payable, a check will be processed and mailed to the employee. Black out confidential information (card numbers etc.) from all receipts and documentation.

Sales Tax

The College does not reimburse sales tax. Many (but not all) vendors will waive sales tax if you specify that you are purchasing items for College use.

Tips & Gratuities

Reimbursement for tips/gratuities for services listed in the Travel Guide must follow the rules in those guidelines. For food delivery/restaurant tips (for departments that are authorized for expenditures at restaurants, such as hospitality accounts and/or certain Student Life/Student Government accounts), the tip/gratuity reimbursement limit is 20%. Any tips/gratuities in excess of 20% shall not be reimbursed by the College and are the responsibility of the individual(s) paying them. This reimbursement limit does not apply to vendor-required service fees beyond the control of the individual.

MARKETING & PROMOTIONAL ITEMS