Office of Academic Affairs Purchasing Guidelines

Office Supplies
The College has recently entered into a new consortial agreement with Iowa colleges to purchase office supplies through Staples, and office supplies must now be ordered through the Staples on-line purchasing system.  Online ordering is efficient and convenient; with next day delivery for most orders placed by 2 p.m.  Departments are billed directly, eliminating the need for invoices, vouchers, and receipts; purchases are also not subject to sales tax, which results in a savings to the department and the College.

Whenever possible, purchase items tagged with the blue "on contract" label, as the College has negotiated special pricing on these items.  Whenever possible, orders should total at least $50.

Faculty secretaries will help place orders, or employees may place their own orders using the website: https://www.StaplesLink.com.  (This is a corporate website; do not order through Staples.com.)  A user name and password is required to place an order; contact purchasing@cornellcollege.edu to set up an account.  The Purchasing Department will provide a short training session for first-time users, if requested.

Office supplies may also be purchased at the College's Bookstore.

Copy paper for desk-top printers must be ordered through the Mail and Service Center, where it is sold by the ream.

Individuals who purchase office supplies from other vendors without prior approval will not be reimbursed by College funds.

Other Purchases
The administrative regulations for Cornell College hold the Purchasing Office responsible for all purchasing within the approved budget. This includes the responsibility for procuring the highest quality merchandise and the best service at the most reasonable price. To assist the Purchasing Office, all requisitions for goods and services are to be submitted in writing in advance of the purchase, along with requisite department or division approval.

The Purchasing Office has the sole responsibility of entering into any agreement, contract, or arrangement with a supplier. No office, department or individual may do so directly with a vendor.

To place an order:

1. The faculty member or department chair or office submits a requisition to the Purchasing Office. Online requisition forms can be found on the Purchasing webpage.
2. The signature of the department chair is required for purchases to be charged to departmental budgets.
3. If an academic department or office wishes to order an item from special or restricted funds, prior approval must be obtained from the Office of Academic Affairs or other designated official.
4. The Purchasing Office examines each requisition and, whenever requested or for items valued at $2,000 or more, obtains quotes from several possible suppliers. If a department or office has identified a specific vendor, this should be noted on the requisition. If a quote has been obtained, it should be attached to the requisition.
5. On the basis of quality, service, and price, the Purchasing Office will issue a Purchase Order (PO). The Purchasing Office will not alter the departmental specifications or make a substitution without first discussing the matter with the department involved.
6. The Business Office will forward the invoice to the faculty member, who will certify that the purchased items have been received and are not damaged. The invoice is then forwarded to the department chair or other designated official for approval. Invoices should be returned to the Business Office in a timely manner so that payment can be issued to the vendor.

Computers and Technology-Related Equipment
The College has developed a policy regarding the purchase of computer hardware and software which ensures that all new hardware and software is compatible with the campus network. The policy also ensures that the College maintain licensing documentation and appropriate control over the distribution of diskettes, CDs, flashdrives and other such media.

All hardware and software purchases for campus use and supported by institutional funds, including faculty development and restricted funds, must be made through the Information Technology Office, which can find the lowest prices and best service arrangements and can expedite purchases for those under time pressure.

Those who purchase personal technology-related items for campus use should consult with Information Technology in advance regarding such matters as network compatibility. Additionally, any personally-purchased software installed on a college-owned computer must adhere to the licensing regulations stipulated by the software manufacturer.

Purchases of hardware and software which are not made through Information Technology will not be reimbursed by College funds.

Capital Purchases
Late each fall, the Dean's Office will solicit a list of priority capital needs from department chairs. Items in this category include equipment, non-expendable items, furniture, and renovation projects. The Dean's Office will compile a master list of needs for Academic Affairs to be considered in connection with needs from other divisions of the College. Department chairs will be notified of capital allocations in the spring of each year.

Extraordinary needs for new equipment or equipment repair should be brought to the attention of the dean.

Questions?
If you have questions about these policies or procedures, please be in touch with the Office of Academic Affairs.