Office of Academic Affairs Purchasing Guidelines
2010
Office of Academic Affairs
Purchasing Guidelines
The administrative regulations for Cornell College hold the Purchasing Office responsible for all purchasing within the College’s approved budget. This includes the responsibility for obtaining competitive bids/quotes whenever practical, and the responsibility for obtaining the highest quality merchandise and the best service at the most reasonable price. 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.
It is recommended that purchases be made using a purchase order (required by some vendors) or with a college-issued credit card. Purchases can also be made using personal funds or a personal credit card; however, using a purchase order or college-issued credit card is preferred.
Prior approval of the department chair or division head is required for purchases valued at $100 or more regardless of funding source. Departments may set a lower limit for pre-approvals. Prior approval can be obtained by securing the signature of the department chair/division head on a requisition form as part of the purchase order process or by securing written approval of the department chair/division head by email.
Refer to the Purchasing webpage for instructions on how to place an order using the purchase order system. A requisition form must be completed, sent to the department chair/division head for approval, and then forwarded to the Purchasing Office for processing. The Purchasing Office will place the order unless the purchaser requests otherwise. Upon receipt of an invoice from the vendor, the Business Office will forward the invoice to the purchaser, who is responsible for certifying that the purchased items have been received by signing the invoice and noting the appropriate account to be charged. Invoices must be returned to the Business Office within five working days to ensure timely payment to the vendor and to protect the College’s credit rating.
A limited number of credit cards have been issued to individuals who have authority to make purchases on behalf of the College. In Academic Affairs, cardholders include Nancy Rawson (Academic Affairs), Kelsie Kautzky (International and Off-Campus Studies), Susan Coleman (art), Jenny Kelchen (theatre), and Don Schneider (theatre). Those who wish to make online purchases using a college credit card should be in touch with a cardholder.
Those who use personal funds or personal credit cards to make purchases must request reimbursement using a voucher form (available on the Business Office webpage). The voucher must be submitted to the department chair/division head along with appropriate documentation within 30 days of the purchase. For reimbursement requests of $100 or more, the written pre-approval of the department chair/division head must also be attached.
Individuals who purchase goods and services outside this process will not be reimbursed unless prior approval has been obtained from the Office of Academic Affairs.
Office Supplies
Office supplies, including printer and toner cartridges, must be ordered through the on-line purchasing system. The College has a consortial agreement with other Iowa colleges to purchase office supplies through Staples. On-line 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. Individual orders should total more than $50.
Office supplies can also be purchased through 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. Building supervisors are responsible for ordering paper for printer/copiers.
Printer and toner cartridges must be purchased through Staples or the Bookstore.
Faculty secretaries can help place orders, or you may place your own orders using this website: https://www.StaplesLink.com. (This is a corporate website; do not order through Staples.com.) You will need a user name and password to place an order; contact the Purchasing Office to set up your account. The Purchasing Office will provide a short training session for first-time users, if requested.
Individuals who purchase office supplies from other vendors without prior approval from the Office of Academic Affairs or the Purchasing Office will not be reimbursed by College funds.
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. This policy also ensures that the College maintains licensing documentation.
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 will find the lowest prices and best service arrangements.
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
Large Capital: Each fall the Dean’s Office will solicit a list of priority large capital needs from department chairs. Items in this category include equipment, non-expendable items, furniture, and renovation projects valued at $2,500 or more. 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.
Small Capital: Small capital items include equipment and non-expendable items with a value of $100 to $2,500. These items must be requested during the regular operating budget planning cycle and will be considered in the context of developing the College’s operating budget. Departments will be notified of small capital allocations at the time new budgets are released in the new fiscal year.
Extraordinary Needs
Extraordinary needs that arise throughout the year for new equipment or equipment repair should be brought to the attention of the dean.
Questions
If you have questions about these guidelines or procedures, please be in touch with the Office of Academic Affairs.