10-2-1 Purchasing Authority

Table of Contents

  1. Introduction
  2. Area Commission
  3. Information Technology
  4. Plans and Analysis
  5. Marketing
  6. Financial Affairs
  7. Facilities Management
  8. Human Resources and Employee Relations
  9. Development
  10. Procurement and Inventory Control 10-0-2 Equipment Inventory Management 10-1-0 Contractual Agreements Policy 10-1-2 Contracts 10-2-1 Purchasing Authority 10-2-2 Purchase Requisition/Specification 10-2-3 Purchase Requisition/Order Processing 10-2-5 Purchases, Vendors' Invoices for Bookstore 10-2-8 Purchasing Card Program
  11. Auxiliary Enterprises and Printing Services
  12. Public Safety
  13. Division of Education
  14. Intentionally Left Blank for Future Use
  15. Intentionally Left Blank for Future Use
  16. Admissions and Registrar
  17. Student Services

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 personally pay for the item and include the paid invoice with a check request to be sent to the Finance Department for reimbursement.

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

Reviewed: 04-13-2021

Updated: 07-26-2021