Procedure 7.1: Purchasing Procedures

Effective Date: Wed, Nov 10, 2004

Amended Date: Mon, Mar 10, 2008

Purchasing procedures, rules and regulations are originated by the General Statutes and are outlined in the North Carolina Administrative Code. These procedures must be followed in the purchase of supplies, materials and equipment regardless of the source of funds.

Prior to purchase with PCard or preparing a requisition for a purchase order, always check the Term Contracts at www.doa.state.nc.us/PandC/ If item is a Term Contract item, no quotes are required. Items may have restrictions within the contract. (Check the benchmark with the Term Contract if it is a large $$ purchase).

If item is not a Term Contract item, requisitioner must check the vendor status in the NC EProcurement System at http://www2.eprocurement.ncgov.com/eprocurement/asp/section/registered_vendor_search.asp. If the vendor is not registered in NC EProcurement System, contact the vendor and have them register at http://www2.eprocurement.ncgov.com/eprocurement/asp/section/ep_vendors.asp in order for Haywood Community College to place orders with the company. If the PCard is being used, it is not necessary for the vendor to register in NC EProcurement System. (Term Contract vendors are already registered in the NC EProcurement System.)

ORDERS MAY NOT BE SPLIT TO AVOID ANY OF THE FOLLOWING:

Guidelines

The benchmark guidelines for purchasing are: (THESE GUIDELINES APPLY TO NON-TERM CONTRACT ITEMS ONLY)

Amount Procedure

  • $0.00 -- $2,500.00 telephone quotes are optional
  • $2,500.01 - $4,999.99 require 3 written quotes
  • $5,000.00 - $9,999.99 Request for Quote must be generated by HCC end user. Contact the HCC Purchasing Office for assistance with this quote process.
  • $10,000.00 and above Must be bid by Division of Purchase & Contract, Raleigh. Contact the HCC Purchasing Office for assistance with this quote process.

Procedures – Continued

  1. Purchase of supplies, materials, may be processed with the P-Card (within guidelines, see P-Card Procedures Manual) or by submitting a requisition to obtain a purchase order, completed as directed below.
  2. Select the correct requisition form: Requisition - Supplies & Materials or Requisition – Equipment.
  3. Requisitions should contain the following information: vendor name, vendor address, phone number, quantity, product item number, complete product description, unit price, total price, and noted if the item(s) are term contract item(s), general ledger budget code, along with appropriate signatures.
  4. Complete the required information on the requisition form and obtain authorized signatures. The signatures of Requisitioner and Approver/Supervisor is required) When the requisition is completed, send the requisition to the Purchasing Office, and a purchase order will be generated and sent to the vendor via the NC EProcurement System.
  5. HCC will utilize state term contracts in all possible cases.
  6. The equipment benchmark is $1,000.00. An item is considered to be equipment if it is a non-expendable item, and the cost each is $1,000.00 including tax, shipping, etc.
  7. The Purchasing Technician will issue a purchase order if funds are available in the department budget code. The purchase order will serve as authorization to commit college funds.
  8. The anticipated processing time for purchase orders is two days or less. The processing time may vary due to volume of purchasing and the status of the NC EProcurement System. In the event of an emergency purchasing need, contact the Purchasing Office.
  9. In light of these procedures, you should take the steps necessary to plan your needs in advance to avoid delays and outages in supplies and equipment.
  10. Purchasing emergencies occasionally occur. Please document the nature of the emergency and submit the completed requisition with receipts to the purchasing office the next business day. Individuals will also be required to complete an Authorization for Payment Without Purchase Order Form signed by Supervisor.

For assistance with purchasing matters, please contact Bobbie Smith at 4605 or bsmith@haywood.edu.

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