Overall responsibility for complying with State, Federal laws, board policy and system wide procedures for all purchases, including the procedures for all quotes, bids, contracts, insurance certificates, Special Expense, In-State/Out-State travel.
The purchasing policy is number 514. In addition, you may read the purchasing procedures adopted by the college. Some examples of items contained in the procedure are: thresholds for quotes, requirements for sealed bids, rentals, and resale purchases. More specifics may be found by reviewing these two policies.
The beginning of the process for purchasing goods and services is the creation of a requisition.
Upon completion of the requisition the user will email it to their supervisor. The appropriate administrator must approve the requisition. After the requisition is created and approved, the business office will generate a purchase order. The yellow copy of the purchase order will be placed in the employee's mailbox.
The maintenance department staff in Red Wing and Winona must receive all shipments purchased by college staff. After the maintenance department receives the shipments, stamps the date on the packing slip or box, the items are delivered to the appropriate program area. It is then the responsibility of the staff in the program area to inspect the shipment and acknowledge receipt of the goods by initialing and dating the invoice and/or packing slip. Use the date that is stamped on the packing slip or on the outside of the package when completing the invoice at a later date.
In the event that an item needs to be returned to the vendor, the staff person is responsible to repackage the item, fill out the appropriate forms, and deliver the item to the maintenance department for pick up or delivery to the UPS office.
Small quantities of office supplies are available in the bookstore on both campuses. Staff may access these supplies by contacting personnel in these two locations. The cost of the items will be charged back to the particular program area.
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