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PURCHASING DEPARTMENT INTRODUCTION
OBJECTIVE: Provide knowledge of purchasing policies
and procedures to grant administrators and support staff in
order to assist them in achieving their goals.
The Purchasing Department is a service department whose
goal is to purchase goods and services for TCC in an effective,
economical, open, fair and impartial manner.
TCC is one of 13 agencies out of 240 state agencies and
one of only two community colleges that has unlimited purchasing
authority, with the exception of printing.
Authority relating to the purchase of goods, equipment,
and services required by the college, regardless of funding
source, shall be exercised by purchasing personnel under
the provisions of the Public Procurement Act, the
Agency Procurement & Surplus Property Manual,
the Vendor's Manual, and TCC Financial &
Administrative Services Policy & Procedures Manual.
Purchasing processes are mandated by state regulations.
Processes are audited every two years by Division of Purchases
and Supply, annually by APA, and annually by VCCS.
Purchasing procedures are complex. When in doubt, contact
the grant team representative in the Purchasing Department.
 SUBMITTING
GRANT-FUNDED PURCHASE ORDER REQUESTS
All grant-funded purchase requests should be properly submitted
to the Purchasing Department using a purchase order/request
(POR) form. Prior to processing, the Purchasing Department
will obtain approval of the college's grant accountant. This
approval verifies that the purchase is in accordance with
the guidelines of each grant and that the funding is available.
There should be no requests for grant-funded purchase order
numbers by phone or through the campus business office.
PURCHASING GOODS/SERVICES:
- Submission of POR form.
- Requester should contact a vendor to obtain complete
specifications, pricing, delivery dates (who, what, why,
when, where, how).
- The requester may not obligate grant funds prior to
approval of the expenditure by the grant accountant.
- All POR forms must be signed by the appropriate grant
administrator.
- All POR forms should be forwarded directly to the purchasing
department via intercampus mail.
- Issuance of a purchase order
When the POR form is received in the Purchasing Department,
it is routed to the grant accountant for approval.
When approved, it is returned to the Purchasing Department,
encumbered, and routed to a buyer.
The buyer issues a purchase order and a copy of the purchase
order is forwarded to the grant administrator.
If the goods or services are to be received directly by
the grant administrator or support staff, a receiving report
copy is forwarded to the grant administrator. If the goods
are to be received in the warehouse, the receiving report
copy is forwarded to the warehouse.
It is imperative that the receiving report copy (yellow
copy of POR form) is completed and returned to the Purchasing
Department upon completion of the service or receipt
of the goods. This document serves as the college's
authorization to make payment to the vendor. If an item
is picked up, attach the invoice and packing list (should
one be received).
GRANT
FUNDED PURCHASING RESTRICTIONS
Occasionally, a federal grant contains conditions that are
in conflict with the Virginia Public Procurement Act. In that
case, the agency must request and obtain a written determination
from the governor or his designee that the acceptance of the
grant fund is in the public interest.
- Requesters cannot purchase goods or services without
previously obtaining a purchase order number.
- Requesters cannot sign a contract on behalf of the college.
- Requesters cannot obligate grant funds without the prior
approval of the grant accountant.
- Requesters cannot alter a purchase order or contract
once it has been established. The Purchasing Department
will, upon request, issue a purchase order change.
SUMMARY
OF PURCHASING GUIDELINES, MANDATORY SOURCES & WRITTEN
JUSTIFICATION REQUIREMENTS
PURCHASING GUIDELINES
Dollar Threshold Method of Procurement Used Lead Time
- up to $5,000 One documented quote required 3 - 15 days
- $5,000 to $l5,000 Three valid sources solicited (telephone/written)
5 - 45 days
- $l5,000 to $50,000 Four valid sources solicited (unsealed
bid or fax bid) 45 - 90 days
- Over $50,000 Six valid sources solicited (sealed bid)
60 - 120 days
Note: Please
refer to the Desktop Purchasing Guide Handout at this website.
MANDATORY SOURCES
For all purchases, regardless of the source of funds, mandatory
state term contracts must be honored. The following contracts
and catalogs may be found in the purchasing department and
in each campus business office.
- State contracts
- College contracts
- Virginia Correctional Enterprise (VCE) - furniture,
nameplates, etc.
- Department of Transportation (VDOT) - vehicles, auto
repair parts, miscellaneous items
- Visually Handicapped & Sheltered Workshops - pens,
pencils, markers, etc.
- Virginia Distribution Center (VDC) - janitorial, household
or paper products, paint
WRITTEN JUSTIFICATION REQUIREMENTS
- sole source
- proprietary items
- computer equipment over $100,000
- emergency need item
- used equipment
- mandatory source item(s) that do not serve the requester's
requirements
IMMEDIATE-NEED
OR EMERGENCY PURCHASES
IMMEDIATE NEED
- An unexpected "immediate need" may arise occasionally.
When the need for an item or service is immediate, the
requester may contact the Purchasing Department. If the
request is for a legitimate immediate need, the Purchasing
Department may grant permission for the requester to fax
a POR form to the Purchasing Department. The Purchasing
Department will then assign a purchase order number and
call the requester with the purchase order number. A POR
form should only be faxed to the Purchasing Department
when an immediate need has been approved.
- Procurement planning can reduce the need for immediate-need
orders.
EMERGENCY
- An emergency is an occurrence of a serious or urgent
nature that demands immediate action.
- Emergency purchases are those required to protect personal
safety or property or other types of emergencies as determined,
in writing, and approved by the agency head or designated
representative.
- Emergency procedures may be used to purchase only that
which is necessary to cover the requirements of the emergency.
- Procurement planning can reduce the need for an emergency
order. Lack of planning does not constitute an emergency
order.
AMERICAN
EXPRESS SMALL PURCHASE CREDIT CARD
Purchases made utilizing grant funds should be made following
normal purchasing procedures, whenever possible, by submitting
a "POR" form to the Purchasing Department. However, there
are instances (i.e., time constraint, substantial cost savings
to the grant or other special circumstances), when the use
of the corporate American Express card would be helpful.
If a situation arises where a purchase must be made immediately
utilizing grant funds, you may use your American Express
Small Purchase Credit Card after obtaining approval
from the grant accountant.
It is imperative that the following guidelines be followed
for American Express purchases:
- A memo must be sent via e-mail or fax (686-1341) to
the grant accountant requesting approval of the grant-funded
purchase.
- The memo must include: 1) name of the grant, 2) FRS
account number, 3) name of the vendor, 4) itemized list
of materials with individual costs, 5) total amount to
be expended, 6) the reason the American Express card should
be used for the purchase, and 7) the fax number of requester.
- Approval will be faxed to the requester, who may then
proceed with the American Express order.
- When the requester's purchasing log and receipts for
the purchase are submitted to the Purchasing Department
for processing, the approval memorandum from the grant
accountant must be attached.
If processing an on-line purchase using the corporate American
Express card, follow the steps outlined above. In addition,
attach a copy of the on-line printout of items to your request
for approval of the expenditure.
REQUESTS
FOR TRAVEL
Airfare reservations require a purchase order number assigned
by the Purchasing Department. All grant-funded travel must
also be approved by the grant accountant prior to approval
by the Dean of Finance and Administrative Services.
Before making any travel arrangements, contact the grants
management assistant, who provides procedural details of
the routing process for travel requests.
PRESENTERS,
EVALUATORS, OR CONSULTANTS
Presenters, evaluators, or consultants who are currently employed
by TCC must be paid on a special payment form through the
Payroll Department.
Presenters, evaluators, or consultants who are not currently
employed by TCC are hired by submitting a POR form to the
Purchasing Department. The POR form must include: 1) full
name, address, and social security number of the person
providing the service, 2) description of the service, and
3) dates of the service. An invoice must be provided to
Accounts Payable.
Ideally, a presenter, evaluator, or consultant covers all
expenses (including travel) under the fee charged to the
college. If the service provider requires reimbursement
for travel expenses (and if such is allowed in the grant
budget), the travel expenses are subject to state-mandated
rates and a travel voucher must be submitted.
SOFTWARE
SITE LICENSES
Grant-funded purchases of software site licenses should be
submitted to the Purchasing Department following normal purchasing
procedures. A funding commitment for site licenses can only
be made for the current grant period.
FOOD
PURCHASES
As a general rule, food purchases are not allowable expenditures
from FRS accounts that begin with a 1 (State) or a 2 (Grant).
Contact the grant team representative in the Purchasing
Department prior to making any arrangements for the purchase
of food or catering services.
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