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10-2-1 Purchasing Authority

 

NUMBER:  10-2-1          APPROVED DATE:  05-18-1993

BASED ON POLICY NUMBER AND TITLE:  2-12-0 EP4: FINANCIAL CONDITION

PURPOSE: Trident Technical College has a centralized purchasing service within the College to assure effective buying practices and assure economy of resources.

AUTHORITY TO PURCHASE FOR THE COLLEGE
The responsibility and authority for procurement is delegated to the Procurement Department, except for those instances where the authority for limited purchases has been previously designated by the Procurement Department.

ORDERING
No employee of the College is permitted to order or purchase any materials, equipment, or services directly on his/her own unless he/she is authorized to do so by the procurement office, and then only through established procedures. Should an employee fail to follow established procedures the procurement shall be deemed as unauthorized.

PAYMENT OF UNAUTHORIZED PURCHASES  
The payment of any unauthorized purchases or contracts may be the sole responsibility of the person placing the order or contracting the services.

EMERGENCY PURCHASES  
In the case of a valid emergency, pending an approved requisition in the e-procurement system, the Procurement Department may issue a purchase order number by telephone to the person having budgetary responsibility for the funds to be expended.  The requestor shall enter a requisition as soon as possible after receiving the purchase order number.  In those instances where an emergency purchase is necessary during hours that the Procurement Department is closed, the person having budgetary responsibility is authorized to purchase supply or repair service items costing less than $50.00. The purchaser will pay for the item in cash and present a paid invoice to the Business Office Cashier who will reimburse the purchaser through petty cash procedures.

CORRESPONDENCE
All correspondence with vendors shall be conducted through the Procurement Department except in special cases where the technical details involved make it advisable to delegate authority to others or where the requestor is simply conducting product research. In such cases, the user will inform the Procurement Department and send copies of all correspondence.

BOOKSTORE STOCK 
The Bookstore Manager operates as a separate entity and is not subject to the provisions of this procedure in the case of college bookstore stock.


Updated: 11-30-2007

Reviewed: 10-22-2012

Updated: 02-17-2016