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I'd need to make a purchase, can I pay for the item myself, then get reimbursed? |
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All purchases for the College require a Purchase Order Number in advance. This includes reimbursements. Once you have a PO Number, you are then authorized to make the purchase. |
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What is the dollar threshold for departments to do their own buying? |
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Departments are delegated the purchasing authority up to $1,999.99. This includes all costs, such as shipping & handling, fees, etc. At the point a purchase reaches $2,000.00, the order must be placed by the TSTC Purchasing Office. Departments are still required to obtain a Purchase Order number (not Requisitions number) from the Purchasing Officer prior to making any purchase. |
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If our departmental order is under $2000.00, does someone in my department have to make the purchase? |
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No. The Purchasing Office is always happy to make purchases on behalf of your department at any dollar amount. Simply put “April Strickland” in the buyer field of the requisition, and we will handle to purchase for you. |
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Is sales tax reimbursable by TSTC? |
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No. When making a purchase on behalf of the College, it is important that you present the vendor with a tax-exempt form. The College cannot reimburse for sales tax. This includes business luncheons. For this reason, you need to turn in an itemized register receipt, not just the credit card receipt. |
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If I get an invoice in the mail, what do I do with it? |
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If you receive an invoice, whether it's in the mail or from items picked up by your department, please send the invoice to the Accounts Payable Office immediately, with the PO Number printed on it. For items picked up by the department, be sure someone in the department signs and dates the receipt/invoice showing that the items were received/picked up. |
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Isn't there a special form to use when making Bookstore purchases? |
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Yes, but only if you are using local funds (accounts that begin with 315, 415, 615, 611). Use this form.
If you are using appropriated money (111XXXXX), you will still put your requisition into Colleague. |
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If I have a non-delegated purchase that a Buyer will be handling and I've already received a quote from a vendor, will the Buyer's use that quote? |
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Yes, pending they know about the quote and the quote was given within a reasonable amount of time (quotes are generally good for 30 days). In many instances, they Buyer doesn't know that a department received a quote; therefore, efforts are duplicated by obtaining another quote. If your department has already received a quote, please make reference to the quote in the Printed Comments section of the Requisition and forward a copy of the quote to Terry Hampton in Purchasing. Terry keeps the quotes and matches them up with the requisitions when they hit the daily requisition report. |
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If I want Purchasing to handle my requisition, why is it important that I put April Strickland's name in the Buyer field? |
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The requisition reports pull from Colleague based on the name in the Buyer field. The report has been programmed to NOT pull any requisitions that have Brian Etchison or Sharon Ferrill's name in the Buyer field. Therefore, if you put one their names in the Buyer field, it will never hit our report. You must use April Strickland if you want the Purchasing Office to obtain your merchandise for you. |
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| Central Receiving Questions |
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Can I have items delivered off my Purchase Order delivered directly to my department? |
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No. All deliveries must go through Central Receiving. This ensures that the proper paperwork gets processed and forwarded to Purchasing for payment. |
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Why is it necessary for me to sign receipts for purchases that I pick up or for services received? |
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The State requires that there be proper proof that merchandise or services were received prior to payment. For items delivered to Central Receiving, they complete the Receiving Documents. However, on items that a department picks up themselves (i.e. WalMart), or for services performed by a vendor, it is necessary for someone in the department to sign off on the receipt as verification that the merchandise and/or services were received. |
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I want to place a large quantity order for supplies can it be stored in Central Receiving? |
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Unfortunately, due to the high volume of surplus property received, Central Receiving does not have ample storage space to ‘hold' items for departments. When placing an order, please ensure that you have room in your department to house the items. |
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| Travel Questions |
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I need to make an airline reservation, what do I do? |
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- Get a quote from the Travel Agency
- Complete the TSTC travel request (including all signatures)
- Obtain a “T” number from Budget Control (in the Purchasing Office)
- Contact Travel Agency with “T” number
The travel agencies are no longer able to courtesy hold airline tickets for more than 24 hours. It is critical that you obtain your “T” number in a timely manner, or you will lose your fare. |
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I have a question about a travel rule, who do I contact? |
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Cindy McCasland at 3742. |
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