Purchasing provides purchasing services for the College by facilitating satisfactory receipt of all goods and services in a timely and economical manner. The information presented here is a summary of the most commonly required services and is not intended to cover every possible situation. To better serve the campus community, the College has established a series of cost-saving policies and procedures for the most commonly purchased goods and services. The object of these policies is to:
- To competitively bid goods and services to achieve the best price and highest quality of service
- To reduce the number of vendors used to purchase the same products
- To reduce the number of requisitions that are processed and the number of checks printed
- To increase the use of cooperative purchasing to take advantage of volume discounts
- To establish clear guidelines and uniform practices throughout the campus community
The purchasing process, outlined below, includes various tasks that are all completed within ctcLink. The purchasing process begins with entering a purchase requisition (PR) and includes the appropriate level of approvals for the purchase. Once a PR is fully approved, the Purchasing staff will source it into a purchase order (PO). In most cases, a PO is required prior to placing orders with vendors.
Purchase Requisition > Purchase Order > Receipt of Goods > Supplier Invoice > Payment
In most cases, purchases can be made with established vendors or as part of an existing contract. Departments are expected to consider this when submitting a purchase requisition to help limit delays in vendor setup and processing. Purchase requisitions may be denied at the discretion of Purchasing staff. If a purchase from a new vendor is required, a W-9 form must be submitted to the appropriate Accounts Payable staff for setup.
Basic Office Supplies
Office Depot is the preferred vendor for office supplies and can be ordered online through the Office Depot website at significant savings compared to local retail stores. Orders require no minimum to qualify for free shipping and are often delivered the next business day. The College strongly encourages departments that frequently purchase items such as coffee, paper plates, candy, etc. to order through Office Depot at the College’s discounted price.
Copiers and Printers
The College recognizes the need for copier/printer availability within key working areas. All networked copiers are purchased, or leased centrally, through Business Services in coordination with Information Technology. Departmental requests for new copiers, or replacement of existing copiers, must begin with Information Technology.
Information Technology Purchases
All computers and tablets must be purchased with the approval of Information Technology through approved vendors. Computers and tablets should not be purchased using College credit cards. Computers and tablets purchased with a personal credit card will not be reimbursed by the College. This policy applies regardless of funding source, including grant-funded accounts. Please contact the IT HelpDesk for more information about technology purchases.
Email: [email protected]
Virginia “Ginny” Tapia