Budgeted Supply and Equipment Acquisition
Employees initiate a request to purchase supplies and equipment from their budget by filling out a Purchase Form which is available in the Business Office and on-line. Purchase Order numbers must be acquired from the Business Office for purchases over $4,999. All Invoices submitted to the Business Office must be accompanied by a completed Purchase Form. All information must be completed or it will be returned to the originator.
Exception: Items that are carried in stock in the Bookstore do not require a Purchase Form; however, all special order items will require the form.
The following approvals are required for purchases:
- Items up to $10,000 which have been approved as part of the departmental budget may be purchased with the approval of the Department Chair/Supervisor. The Department Chair/Supervisor must sign off on the purchase documentation before it is submitted for payment.
- Items from $10,001 up to $100,000 which have been approved as part of the departmental budget must have prior approval of the Department Chair/Supervisor and a member of the Leadership Team. All items in this range MUST be entered into Grizmart prior to ordering and require the vendor have an up to date Payment Works profile (check with business office if you’re unsure if a vendor is active in our system); Items or aggregate supply orders exceeding $10,000 require three documented quotes, to be submitted along with the purchase form. The Business Office can assist in conducting this type of limited solicitation. The Department Chair/Supervisor and a member of the Leadership Team must sign off on the purchase documentation before it is submitted to Grizmart.
- Items from $100,001 & up which have been approved as part of the departmental budget must have prior approval of the Department Chair/Supervisor, a member of the Leadership Team and the Dean/CEO. Items or aggregate supply order exceeds $100,000, will generally require a written bid process. Submit the Purchase Form with all detailed specifications to the Business Office. Please keep a copy for your records. The Business Office will work with you to facilitate the bidding process as appropriate. This process, from submission to the bid awarding, may take up to 90 days.
- In the event a request is not approved, it will be returned to the originator with justification for disapproval.
After the purchase is made and the items have been received, attach the invoice and any packing slips to a completed and approved Purchase Form (with handwritten ordered by and received by initials) and submit to the Business Office for payment.
Because all deliveries are routed through the Bookstore and Parts Department, please provide a copy of the Purchase Form to the appropriate staff as soon as possible after placing an order. If there is no paperwork supporting the delivery it may be refused or items will be held until proper paperwork is provided.
