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10-2-3 Purchase Requisition/Order Processing

 

NUMBER:  10-2-3          APPROVED DATE:  05-18-1993

BASED ON POLICY NUMBER AND TITLE:  2-12-0 EPA4: FINANCIAL CONDITION

PURPOSE: To assure efficiency and economy in purchasing supplies and equipment for all aspects of the College's operations.

  1. Requisition Processing
    A need for a good or service is communicated to the Procurement Department to set the procurement procedure in motion. A requisition  is used to establish requirements and begin the procurement process.
  2. Forwarding Requisition
    The Requesting Department shall enter a requisition in the college's eProcurement system, which shall be approved by the appropriate Budget Administrator.
    The Procurement Department cannot process requisitions that have not been approved or for which there are insufficient funds in the budget pool.
  3. Preparation of Purchase Order
    The Procurement Department will convert the requisition into a purchase order by following the competitive pricing procedures defined in the South Carolina Consolidated Procurement Code and the Higher Education Efficiencies and Administration Policies Act of 2011.
    1. All purchases estimated to be $5000.00 or above require some form of competitive pricing from responsible vendors. Competitive pricing is required except in emergencies, when a term contract is in place or when items have been declared a sole source.
      1. Emergencies: An emergency purchase is defined as one made necessary by a sudden, unexpected turn of events beyond the control of the College in normal conduct of its business. Included are events involving immediate threat to health, welfare, critical economy and efficiency or safety which can be rectified only by the immediate purchase of specific goods or services.  The emergency procurement is limited to goods or services necessary to mitigate the immediate emergency situation only.
      2. Term Contract: A Contract has been established by the state's Material Management office and is in effect for a specific term.
      3. Sole Source:  A good or service that is required by the college for which only one source exists.
      4. Other: In instances where valid reasons dictate selecting a particular make or model of a product (i.e., must be compatible with existing equipment; must meet certain standards, etc.) the budget administrator will prepare and approve a written justification through the college's eProcurement system that will become part of the purchase order file.  Competitive prices may be possible through vendors authorized to sell the specific product.
      5. Split Orders: Requestors must not split orders to circumvent the requirements for competitive pricing.
    2. All purchases under $2500.00 will be made by the college's Procurement officers unless otherwise delegated by the Procurement Department, utilizing acceptable procurement methods to ensure the best interests of the College are served.

      While purchases above $5,000 but less than $10,000 do not require formal competition, the procurement file must show that the price included on the requisition is fair and reasonable.  The requestor will provide a minimum of 2 price references with the requisition:

      • One price should be a written quote for firm pricing from the vendor listed on the  requisition
      • Additional price reference(s) may consist of a written quote, or internet or catalog pricing from an additional vendor or vendors.
      • In cases where it is not possible to get additional price references (example: sole source), Procurement Officers may approve purchases that include an explanation by the requestor why a second price reference cannot be obtained and an affirmation that the price included on the requisition is fair and reasonable

      Procurements of $10,1000 and above require formal competitive solicitations in accordance with the South Carolina Procurement Code.

      Signature by the Procurement Director or designated Buyer deems that the price has been determined to be fair & reasonable.

      While purchases above $5,000 but less than $10,000 do not require formal competition, the procurement file must show that the price included on the requisition is fair and reasonable.  The requestor will provide a minimum of 2 price references with the requisition:

  4. Processing Time.
    A certain amount of time is required to process each purchase requisition.  Below are general lead times.  They may vary, depending upon the particular procurement:
    1. Under $5,000.00                          1- 3 days
    2. $5,000.01 - $9,999.99                   7-14 days
    3. $10,000.00 - $50,000.00                   21 days
    4. $51,000.00 - $99,000.00                   30 days
    5. $100,000.00 - $500,000.00                45 days
    6. All Procurements above the Procurement Department's certified limit of $5000,000 for goods and services and $250,000 for Information Technology will be forwarded to the state's Material Management office for processing.  Allow 60 to 120 days for this process.
    7. If an emergency exists, the Procurement Office will take appropriate action.
      Some items can be delivered within one (1) day after the purchase order is received, other items will require as much as one hundred twenty (120) days or more for some specialized supplies or equipment.  This time is in addition to the requisition processing time and should be planned for by the individual originating the requisition.  If there is a question or problem concerning delivery time of an item contact the Procurement Department.
  5. Encumbering
    Funds encumber when purchase orders are issued and exported into the college’s ERP system.  The eProcurement system checks for available budget at the time that the requisition is submitted and again just prior to issuing the purchase order. 
  6. Purchase order distribution
    Purchase orders are faxed directly to vendors from the college's eProcurement system.  Requestors can view orders both in the eProcurement system and in the college's ERP system. 
  7. Vendor's Response to Receipt of Purchase Order
    Upon receipt of purchase order, the vendor should ship the order to the college's Receiving area, unless otherwise directed by the Procurement Department, include a packing list and send the invoice to the Accounts Payable office. The Accounts Payable staff enters invoices and make payments through the college's ERP System. 
  8. Receipt of Goods
    Receiving department personnel, unless otherwise directed, opens and inspects the purchase order shipments. The Receiving personnel will post the items as received in the college's ERP purchasing system and deliver the shipment to the Requester.
  9. Requestor shall notify Receiving personnel within two days if goods are not acceptable or there are any other problems with the order. Otherwise the invoice will pay and the purchase order will close.

Updated: 11-30-2007

Updated: 02-17-2016