Purchasing FAQ'S

A requisition is the request for approval to commit funds for a purchase.  The requisition must go through the approval process (Requisitioner, Supervisor, VP, and Fiscal Services).  This is only the request and is not a purchase order.  Approved requisitions under $2500 without a contract are then picked up by Fiscal Services for creation of the PO.  Approved requisitions over $2500 or with a contract are sent to District Purchasing for creation of the PO.

A purchase order is created from an approved requisition.  The creation of the purchase order is a two step process: 1) the requisition is approved by the Fiscal Services – email sent to requestor from CFS 2) a purchase order is created generating a purchase order number - email sent to requestor from CFS confirming PO creation, now order can be placed.

• Service Dollars is used for items that are non-tangible i.e. shipping, tax, registration fees, and subscriptions. 
• Goods are used for tangible items, these items must be on-line received, i.e. pens, t-shirts, computer equipment. 
• Blanket is used when you are going to be making several smaller purchases from the same supplier throughout the year
  • A single purchase on a blanket PO cannot exceed $2500 unless there is a DO RFP or contract.
  • Prior to placing an order there must be sufficient funds on the PO to cover the entire order.

• Up to $2500:
• Over $2500 to under $10,000:
• From $10,000 to under $50,000:

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  • Does not require bids/quotes
  • PO is issued by EMCC Fiscal Services if no contract is attached to requisition

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  • Purchase requires 2 written bids/quotes
  • Bids/quotes must be provided to both EMCC Fiscal Services and District Buyer
  • PO is issued by District Buyer
  • Requisitioner must work with District Buyer to determine “who” is going to place order to prevent duplicate orders

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  • Purchase requires 3 written bids/quotes
  • Bids/quotes must be provided to both EMCC Fiscal Services and District Buyer
  • PO is issued by District Buyer
  • Requisitioner must work with District Buyer to determine “who” is going to place order to prevent duplicate orders

Taggable and capital are required to be tracked for reporting purposes.  These items cannot be purchased on a blanket PO, petty cash voucher or the ProCard.  Below is a list of taggable and capital items:   

Taggable Items: a taggable item is any item that can be checked out by staff/students or have a value that is necessary for tracking

• Cameras, Calculator, Scanner, Microscope, Printer, Monitor

Capital Items:  a capital item is a single tangible item with a total cost of $1000.00 or greater including tax and shipping.

An unauthorized purchase is an agreement, a commitment, or an order for goods or services, or changes to existing contracts by any person who does not have express written delegation of procurement authority to bind MCCCD. This includes changes under existing contracts that are made by persons who do not have delegated purchasing authority. Unauthorized purchases are not binding on MCCCD and the vendor may be advised to seek payment from the employee

• Unauthorized Purchases include:
• Placing an order without an approved Purchase Order.
• Placing an order either before or after submitting the requisition on the assumption that a PO has or will be approved.
• Over spending the authorized amount of a Blanket Purchase order.
• Coercing a vendor to initiate an order on the promise that a PO is forthcoming.
• Using personal funds to make a purchase of goods or services that would normally require the involvement of purchasing to secure competition, approve sole source or otherwise comply with MCCCD policy and procedure with the intent to seek personal reimbursement.

• Services cannot be rendered or requested prior to July 1, 2011.
• Goods cannot be ordered or delivered prior to July 1, 2011

prior to committing (placing order or requesting services) any EMCC or MCCCD funds, an approved purchasing tool must be created by you or your support person and approved by Business Services.  This includes a requisition, purchase order (PO) or an approved Petty Cash Voucher.

EMCC Employees DO NOT have the authority to sign an agreement, contract or document on behalf of the college or MCCCD.  This authority has been delegated to District Legal by the Governing Board.

prior to creating a requisition there must be available budget within the charge account and object to support the expense.  This can be checked through Web Financials.

Requisitions greater than $2500 (new or increasing an existing PO) require Vice President’s approval prior to sending to Fiscal Services

It is the responsibility of the Requisitioner to ensure that an approved purchase order has been created prior to committing any EMCC or MCCCD funds.

Documentation such as Official Function form with agenda or flyer, bids/quotes, certificate of insurance, original contract for professional services or supplier contract must be on file with Manager College Fiscal Services prior to the approval of the requisition

Taxes and shipping must be included in the requisition.  These can be accounted for by adding a single line as service dollars including tax % and note if there is no tax or shipping.

If purchase is technology related, Patty Topping or Rich Marmon must approve the requisition.

Suppliers providing services to the college are required to provide a certificate of insurance.  Requirements can be viewed at MCCCD Legal Services. You can Search the Database to ensure the supplier has a valid Certificate of Insurance on file.

Suppliers providing services to the college may require that MCCCD sign their contract or we may require a Contract for Professional Services.  See Fiscal Services for more information. 

All invoices are required to be sent directly to District Accounts Payable from the supplier to:

District Support Services Center - Accounts Payable
2411W 14th Street
Tempe, AZ 85281-6942

OR accounts.payable@domail.maricopa.edu

All purchasing for FY 11/12 will closed at the beginning of May. Please plan accordingly.