/Institutions/Vernon-College/json/2023-2024/Employee-Handbook-local.json

/Institutions/Vernon-College/json/2023-2024/Employee-Handbook.json

Purchasing Procedures

In order to maintain control over purchases of and accounting for materials and services necessary to the efficient operation, including the auxiliary functions, the following purchase policies will be observed:

Conflict of Interest

  Any employee who is involved with Federal or State grants or contracts and has a potential conflict of interest, must disclose the potential conflict of interest to the office of the Vice-President of Administrative Services, in writing, prior to commencing any work on the grant or contract.

1. An authorization for purchases of materials and/or services shall originate in the various offices utilizing Colleague Procurement. Once approved by the appropriate supervisors, Colleague Procurement will prepare an official purchase order.
2. The Vice-President of Administrative Services, or his/her designee, will review the purchase for the following prior to preparing the purchase order:
   • The purchase requisition has been approved by appropriate supervisors
   • The purchase is appropriate for the budget area.
   • The budget account number is appropriate for the expenditure classification
   • Budget is available for the requested expenditure
   • Board policy does not require the requested item to be bid
3. The purchase order will be generated by Colleague Procurement and it is the responsibility of each department to send the purchase order to the vendor.
4. The college complies with the State of Texas policy concerning purchases made through competitive bidding. State of Texas rules generally require the formal bidding guidelines to be followed for all purchases of personal property valued at $50,000 or more in the aggregate during a 12 month fiscal year. The Business office will assist all personnel when bidding is required. For specific rules and requirements see Board Policy Manual, CF. See policy in Appendix O.
5. The use of purchasing cooperatives or consortiums is encouraged. Examples are the National IPA, Buyboard, TexBuy.
6. Exceptions to the purchase requisition and purchase order system will be allowed in the following circumstances:
   • Petty cash purchases of $25.00 or less per day
   • Purchases at office supply vendors that have approved charging/billing systems
   • Emergency purchases for maintenance or security of the physical plant
   • Purchases at local vendors that have an approved charging/billing system
   • Utility bills mailed for payment at the end of the month
   • College-approved credit card charges