Maricopa Emergency Management System Alert

COVID-19 Update: The EMCC campus is open for classes, appointments, and walk-in services. Masks are required for everyone inside ALL buildings at EMCC.  All student support services are still available online. Students are encouraged to contact their instructors for additional information.

Purchasing FAQs

MCCCD and EMCC purchasing is subject to all MCCCD Purchasing Policies. Here are the most commonly asked questions related to purchasing.

FY 21/22 Purchasing goes from July 1, 2021 to June 30, 2022; however, purchasing will be cut off in May for year-end processing.

  • Services cannot be committed to or rendered or requested prior to July 1, 2021.
  • Goods cannot be ordered or delivered prior to July 1, 2021.

Prior to committing any EMCC or MCCCD funds, an approved purchasing tool must be requested and approved by Fiscal Services or District Purchasing.

Approved purchasing tool: Purchase Orders (PO), Procard or cash under an approved Petty Cash Voucher. 

A requisition is not an approved purchasing tool.

Prior to using an approved purchasing tool to request a purchase, there must be sufficient available budget/funds/revenue within the FMS Department and Account to support the expense. Verify budget/revenue availability using FMS - Account Summary Inquiry (ASI)

  • For FMS Help, log into the Employee Learn Center (ELC). Navigate to Resources>FMS>View Budget Invoices (Account Summary Inquiry)

If there is not sufficient budget, a Budget Transfer must be requested prior to purchase.

Purchasing Levels of Competition for Goods and Services

  • Under $5,000
    • $0.01 to $5,000
    • One (1) written bid/quote required
    • Bid/quotes requested by College Division
  • $50,000 to $100,000
    • $5,000.01 to $1000,000
    • Three (3) written bids/quotes required
    • Bid/quotes requested by College or District Purchasing
  • Greater than $100,000
    • Formal process coordinated by District Purchasing via Invitation for Bid or Request for Proposal (RFP)
  • Competition Waiver Request: Competition Waiver Request form

*District Purchase Buyers are the purchasing experts and can be contacted to assist with finding suppliers and requesting bid/quote.

A requisition is the request for approval to commit MCCCD/EMCC funds for a purchase and goes through the FMS approval process: Budget Manager, IT (if technology related), Grants (if grant funding), Fiscal Services, Legal (if review required) and Buyer (if over $50,000).

The requisition is only a request to commit funds and is the first step in the approval process. Requisitions under $50,000 are reviewed and approved by Fiscal Services and then a purchase order (PO) is created/approved. Requisitions over $50,000 are approved by District Purchasing and then a PO is created/approved.

All supporting documentation must be attached to the last line of the FMS requisition in PDF file format. This includes: bid/quote, copy of Official Function Form, contracts or agreements, Privacy and Security Questionnaire for Screening (PSQS), and certificate of insurance.

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.

Shipping expenses are allowed under PO and Procard, however shipping selected must be the most economical shipping option. Overnight and 2nd day air is not allowed unless prior approval from 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. A purchase order is created from an approved requisition. Final approval for requisitions $50,000 or less (no contract/agreement) are approved by EMCC Fiscal Services. Final approval for requisitions $50,001 or greater or with contract/agreement are approved by District Purchasing.

ALL INVOICES must be sent via mail or email to MCCCD Accounts Payable. MCCCD Accounts Payable will not accept faxed invoices.

Mail To:

Maricopa County Community College District Office

Attn:  Accounts Payable

2411 W 14th St

Tempe, AZ 85281-6942

Email To:

accounts.payable@domail.maricopa.edu

Invoices must include the supplier name, detail of items purchased or services received and the MCCCD Purchase Order number (PO# 100012345).

Always review the invoice and verify it is correct before forwarding to Accounts Payable or approving in FMS.

For more information -  Invoice/Vouchers