Purchasing Policy - Roanoke College.docx

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1、ROANOKECOLLEGEPURCHASING POLICYRoanoke College requires requisitions to be submitted for the purchase of goods totaling $5,000 or more. Requisition forms are located on the Business Office Fonns web page. All sections of this form, including an authorized signature and account to be charged, must be

2、 completed and tumed into the Business Office. Please allow two business days after receipt in our office for the requisition to be processed and approved.Purchases totaling less than $5.000Individual department heads are authorized (o order supplies and services directly from vendors without submit

3、ting a requisition when the total cost of the purchase is less (han S5,000. Department heads may delegate this authority to those persons that they authorize to approve departmental expenditures by informing the Business Office in writing or by email of the decision. The Business Office will maintai

4、n a listing of authorized signers by department.However, please keep in mind that the Budget Officer is responsible for keeping total expenditures within his or her departmental budget, regardless if another individual has been given authority to purchase goods and/or services.When individuals order

5、 goods and/or services, they should direct companies to send the corresponding invoices directly to their attention. If a vendor requires a purchase order number for goods less than $5,000., please use an internal tracking number that you create (e.g., your phone extension, department number) for id

6、entification purposes. Invoices, which are then submitted for payment to the Business Office, must contain a valid account number, authorized signature and appropriate backup documentation.Purchases totaling more than $5.000Requisitions must be submitted and approved before goods arc ordered. Depart

7、ment heads (or individuals who have been designated by lhe department heads in writing) must sign requisitions indicating their approval of deparlmenlal expenditures. Requisitions should note a ship to and a bill to” address. The bill to address should be the address of lhe individual department ord

8、ering the goods.Under circumstances should any Roods be shipped lo any address otherRoanoke College (i.e. homeaddreaaes).Once a purchase order is complete, a copy is sent via email to the initiator of the requisition. The initiator is responsible for placing lhe order with the vendor. The Business O

9、ffice does not submit purchase orders directly to vendors.ServicesA purchase order is not necessary for any type of service.Guidelines for purchasine usin” Roanoke College credit card When using a college credit card, all users must adhere to all established expense policies and guidelines. Purchase

10、s of goods with a credit card will not require a purchase order. All purchases of IT related equipment must be approved by lhe Information Technology department prior to order.Department heads (or individuals who have been designated by the department heads in writing) must approve all credit card p

11、urchases.Additional considerationsAny College employee who orders goods without following the proper procedure may be personally liable if a requisition is not approved.Additionally, repeal offenders of this policy will be required to obtain Vice Presidential approval before payment will be made.Ple

12、ase remember that employees are expected to allow ample time for a requisition to be processed and approved.It is imperative that invoices be forwarded to the Business Office for payment within 5 days of receipt of the invoice. Tliis will ensure payments within terms of the invoice as well as vendor relations with your department at the highest regards.