How Mott College Buys
For employees who have been issued a Purchase Card (PCARD), purchases totaling less
than $3,000 may be purchased directly with a PCARD in compliance with PCard Guidelines
. Exception: Individual items with a unit cost of $500 or more must be purchased on
a purchase order.
Read additional information regarding the College's PCARD Program here.
Purchases totaling less than $3,000 may be directly awarded to the contractor requested
by the operating department.
Purchases less than $33,000 but greater than $3,000 require a minimum of three competitive
quotes. If three quotes cannot be obtained, those quotations obtained may be considered
Purchases totaling $33,000 or greater will be publicly bid through the use of sealed
bids containing scopes of work, requirements or specifications. Bids will be publicly
posted to www.bid4michigan.com
Board approval is required on all major purchases (supplies, equipment, furniture,
vehicles or services) exceeding $64,000 and on construction/maintenance purchases
exceeding $97,000 (BP 4410 Purchasing
Sole Source Purchases
For purchases in excess of $3,000 where only one source is available to meet the
required need, an approved Sole Source Request Form
Bids for services or goods of a specialized nature may be posted to www.bid4michigan.com
, requested directly from a vendor(s), or be advertised in other appropriate media.Methods of Buying
Purchase cards may be issued to approved employees as an alternate method of purchasing
eligible business-related items or services. Please access the Purchase Card Guidelines
for additional information and guidelines.
Purchase Order (PO)
POs are issued for the majority of purchases made by MCC. Any good or service that
is quantifiable in number and/or description should be ordered using a PO. Once all
of the item(s) ordered and/ or service(s) rendered against the PO have been received
or completed and paid, the PO closes.
Blanket Purchase Order (BPO)
BPOs are issued for repetitious payments for contractual services, leased equipment
or property, and construction or renovations requiring progressive payments. BPOs
have different characteristics than POs, such as:
- Multiple invoices can be paid off the same BPO.
- BPOs have a maximum authorized amount that can be adjusted.
- Employees authorized to use the BPO are required to be listed on the BPO.
- BPOs are valid for a maximum of one fiscal year and are closed at the end of each
fiscal year. They may be re-issued for the following fiscal year, if requested by
a requisition from the operating department.
Direct Voucher Payment (DVP)
A direct voucher payment is a direct check payment issued by the Accounts Payable
Department to an entity for intangible items that do not require a PO or BPO, such
- Fringe benefits
- Mileage (ensure you are using the correct IRS rate)
- Postage/delivery charges
- Student payments to loan companies
- Student payments for scholarships
- Tax bills
For more information on DVPs and the DVP process, please see the Accounts Payable website.
Administrative Purchasing Policy pdfTutorials
Spend Authorization Table pdfReturns
This table documents the dollar level of spend authority that is currently granted
to various Mott Community College employees, or the maximum amount that a cost center
manager may approve of on a requisition. Please direct all requests for increases, decreases or other changes to an employee's
authorization level to Nicole Woods, Interim Director of Accounting.
If you receive an item that needs to be returned, please contact your buyer to facilitate
the return with the vendor and the Receiving Department. Please have the purchase
order number to provide the buyer for ease of return.
Return policies vary by vendor, so we suggest that you examine your order as soon as you receive it to determine if there are any damages, incorrect items or unacceptable conditions.
Depending on the time frame and the reason for the return, there may be a restocking
fee and/or return freight charged by the vendor for acceptance of the return.
Board Policy 5808 Conflict of Interest
Board Policy 5800 Employee Conduct
Vendor Information Form
This form is to be used when 1) a new
vendor needs to be added to Datatel or 2) to request updated information from an
existing vendor. New vendors must also complete and submit a W-9 Request for Taxpayer Identification Number and Certification Form
To request a new vendor be added to Datatel, please complete the Vendor Information
Form and forward it to your buyer. The buyer will search the vendor database to confirm
that there is not already an entry for that vendor. If the vendor is new, the buyer
will contact the vendor to obtain a copy of the vendor's taxpayer identification number
(W-9). Once the W-9 has been received, the buyer will enter the new vendor into Datatel.
Confirmation of Tax Exempt Status
To obtain verification of the College's tax exempt status, please contact your buyer.Vendor Performance
Employees experiencing problems with a vendor's product or performance should report
the problem to the Purchasing Department via the Vendor Complaint Form. The buyer
selected will receive the information reported and will contact you, if you choose,
to review the problem. The buyer will then contact the vendor to discuss the problem
and obtain corrective actions. Employees will receive notification of the corrective
actions to be taken.
Access the Vendor Complaint Form here.
Generally, a BPO is the payment method for independent contractors, while employees
must be paid through payroll. The determination for whether an individual is an independent
contractor or an employee is handled through the Accounting Department, with collaboration
from Human Resources. The policy can be found on the Accounting website under Policies & Procedures
In order to obtain a BPO for an independent contractor, please forward the following
documents to the Purchasing Department Office with the approved BPO requisition:
- A copy of the employment contract for the independent contractor(s)
- A copy of the contractor's certificate of insurance