05:04:00 Requisition for Purchase

Purpose

To provide guidance for purchases made by the college from institutional funds regardless of the funding source in compliance with applicable regulations.

Policy

I. Introduction

TBR Policy 4:02:10:00, TCA relative to state of Tennessee purchasing, and federal regulations as related to purchases from federal sources of funds are adopted as if copied at length herein.

II. Requisition for Purchase

An electronic purchase requisition must be completed by a department and approved by appropriate personnel for all items to be purchased for a department. No obligation for purchase should be entered into except upon authorization of the vice president for Business & Finance. The college will not accept the responsibilities of payment for purchases other than those made through established procedures unless prior arrangements have been made with the vice president for Business & Finance. The Purchasing Office will receive all bids and enter into all negotiations with suppliers.

Departments should submit requisitions for purchases of equipment as soon as possible after the beginning of the fiscal year. Requisitions for the purchase of supplies and materials may be submitted as needed periodically throughout the year. The bulk of all departmental supplies, materials and equipment should be requisitioned prior to the annually established purchasing cut-off date of each year. Supplies and materials requested after this date may be purchased to the extent that the purchasing staff has sufficient time to complete the procurement transactions prior to the close of the college’s fiscal year on June 30.

III. Purchase Orders

A WSCC purchase order is required for supplies, services and items purchased from current operating funds. After a college requisition has been entered and approved, a purchase order will be issued by the Purchasing Office to the appropriate vendor with an electronic copy being forwarded to the requisitioning department for confirmation. Any single requisition or an aggregate of similar products/services totaling $25,000 or more in a fiscal year must be bid or justified and approved by the president on a non-competitive basis. In addition, the Purchasing Office reserves the right to negotiate with different suppliers for any and all requisitions.

IV. Emergency Purchases

It is recognized that emergency purchases are required at certain times. Each should be coordinated with the Purchasing Office prior to the purchase so that suitable and immediate procurement can be made. All purchases must be authorized through the business office. All contractual agreements must be signed by the president of the college. All emergency purchase justifications for purchases in excess of $10,000, or more, must be approved by the president of the college. 09/98; 08/04; 09/06; 07/12; 05/16; 12/22

(Reference WSCC Purchasing Manual for detailed policies and procedures)