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205ii

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  • 1. SOURCES AND METHODS OF PURCHASING Which Method?: There are a number of purchase methods authorized for the procurement of goods, services and equipment. You must determine which method fits the type and dollar value of your specific need before you take any purchasing action. In situations where you are not certain which method applies to your specific need- call your Procurement Officer.   Assistance: All departments are encouraged to contact the Procurement Officer responsible for their functional area before taking any purchase action if they are unsure of how to proceed. First Sources of Supply: State and College sources must be evaluated before requesting a purchase order to an outside source . Consideration must be given to surplus property, Central Stores stock, State Term Contract, College Term Contract, and Prison Industries for goods and services; Copy Center for copying and Citadel Print Shop and MUSC Print Shop for printing needs. These transactions are accomplished using the College of Charleston Request Form . See reference to specific area for more detailed procedures. Office supplies should be purchased on-line with Corporate Express for next day delivery to your office. Contact Procurement for details and sign-up. 
  • 2.
    • Petty Cash: Small immediate need materials or supplies with an aggregate total of $50 or less may be purchased with cash. A Petty Cash Form properly completed, with a valid receipt, will be reimbursed. Purchases artificially divided into smaller purchases to circumvent the Petty Cash Guidelines will be treated as unauthorized purchases. Complete instructions are contained on the form.
    • Purchasing Card  The Purchasing Card is a Visa credit card issued by Bank of America. It is a fast, flexible new purchasing tool which offers an alternative to the existing College purchasing processes and provides an extremely efficient and effective method for purchasing and paying for small purchases with a total value of $1,500 or less. The card is to be used only for official College purchases. It may not be used for personal purchases.
    • The Visa Purchasing Card will enable you to purchase non-restricted commodities, in person or by telephone, fax, internet, or mail directly from the vendors. It will eventually eliminate the need for issuing low dollar purchase orders, many blanket purchase orders, and the use of many Direct Expenditure Vouchers.
  • 3. The Visa Purchasing Card will be issued in the approved employee's name with the State of South Carolina emblem, the wording "For Official Use Only" and the College of Charleston clearly indicated on the card. Complete explanation of the program is included in Procurement Card Manual. Expenditure Authorization: Generally no payments can be made to a vendor without a purchase order. In a few specific cases non-purchase order payments may be initiated for paying certain items exempt from the Procurement Code ( See Department Purchase Method listing .) This may be accomplished through an Expenditure Authorization Form . The forms may be obtained from Accounts Payable in the Controller's Office. The Departmental Purchase Method (DPM) number should be entered in upper left-hand corner of the form. The rest of the form is self-explanatory, and after it is completed and signed by an authorized fund administrator/department head, it should be forwarded to the Controller's Office. A proper explanation for payment should be noted on the form in the space provided and the invoice or supporting documentation attached. Expenditure Authorizations may not be used in place of the Purchase Order system to contract with outside vendors for any other goods or services. As noted above, sufficient documentation must accompany any Expenditure Authorization to verify it meets the above guidelines. Examples of documentation are: invoices, letters, printed advertising, and order forms .
  • 4. College of Charleston Requisition: The Purchase Requisition is used to initiate all purchase transactions other than those using Petty Cash, Purchasing Card or Expenditure Authorization systems described previously. As part of the College's computerized system, Purchase requisitions are normally entered on a personal computer or terminal using the FRS system. FRS Automated Requisitioning Procedures manual is given to each individual completing automated requisitioning training. (Contact . Procurement Manager to schedule training). Until a department has equipment and training is accomplished, requests may be completed on a College of Charleston Request Form . Blank three part forms are available from the Controller's Office. Request Forms should be as explicit as possible. When properly completed on the FRS system, the requisition authorizes Procurement to process the requisition and issue a purchase order. The following points should be addressed on each purchase request:
  • 5. The following points should be addressed on each purchase request: - Date materials/services are needed - Proper account title and number and object code (see Business & Finance Manual) - Clearly indicated unit of measure such as each, dozen, case, gallon, - Clear description of material or service required - Listing of suggested vender(s) with contact name and telephone number. - Signature of authorized fund administrator In addition, if not using the automated system, you should check for adequate budget balance and fund availability before requesting purchasing action.
  • 6.
    • Procurement Organization : Two branches of Business Services, the Procurement and Supply Management, are organized to best serve the College community in the selection, acquisition and utilization of material or services necessary to its operation in an organized manner and in a manner that provides for accountability of College expenditures. The Procurement function is divided into six functional areas: Administrative, Academic, Information Technology, Physical Plant and Operations, Central Stores, and Student Organizations. Supply Management is divided into three functional areas: Central Stores
  • 7. REQUST FORM
  • 8. PURCHASE ORDER
  • 9.
    • The following listed goods and services may be purchased by the Departmental Purchase Method without Procurement Office approval and without issuance of a Purchase Order.
    • List the DPM number in the upper left hand corner of the Expenditure Authorization and submit to Accounts Payable with invoice, letter or catalog price list, bill or advertisement referencing price.
  • 10. PETTY CASH FORM
    • College of Charleston Petty Cash
    • Reimbursement Request and Authorization Date________________________
    • Pay to the
    • Order of________________________________________________________________________ $____________________________
    • Brief Description________________________________________________________________________________________________________
    • Department______________________________________ _______________________________________________________________ Authorized Fund Administrator Signature AND Name Printed
    • MY SIGNATURE CERTIFIES PURCHASE WAS FOR IMMEDIATE NEED (EMERGENCY) AND PURCHASE PRICE WAS FAIR AND REASONABLE..
    • __ __ __ __ __ __ - __ __ __ __ _______________________________________________________
    • Account Number Object Code Procurement Officer Signature AND Date
    • ITEMIZED RECEIPT(S) ATTACHED Received:________________________________
    • ------------------------------------------------------------------------------------cut here-------------------------------------------------------------------------------------------------------------
    • COLLEGE OF CHARLESTON
    • PETTY CASH GUIDELINES
    • For reimbursement, purchases must be in accordance with these guidelines. Prior to making a purchase, call Procurement (953-5510) if you have questions regarding allowable reimbursements.
    • PETTY CASH REIMBURSEMENT REQUESTS:
    • Must include description of materials , account number, object code, authorized fund administrator signature and itemized receipts attached. Credit card receipts must be itemized to be acceptable.
    • LIMITS:
    • $50 LIMIT CANNOT BE EXCEEDED—NO EXCEPTIONS!
    • Purchases over $50 are to be accomplished with the College of Charleston Purchasing Card or processed with a purchase request through the Procurement Office. Purchases divided to circumvent $50 limit will be considered unauthorized.
    • ALLOWED:
    • Fair and Reasonable Small Purchases under $50 necessary to perform job duties
    • NOT ALLOWED:
    • Payments to individuals.
    • Gifts, Flowers, Parties, or Cards, or any other perquisites to State Employees.
    • Alcoholic beverages, tobacco, or any other controlled substances.
    • Food or Beverages for consumption by State Employees.
    • Material or Supplies available on South Carolina State Term Contract, e.g. office supplies
    • Call Procurement (953-5510) for information regarding State Contracts.
    • Supplies available from College of Charleston Central Stores.
    • College of Charleston Bookstore Purchases.
    • Printing or Quick Copying without in‑house release from Administrative Services Copy Center and/or Citadel/MUSC Print Shops.
    • Artificially divided larger purchase(s) to constitute one or more Petty Cash reimbursements.

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