Function of the Purchasing Department
The Purchasing Department establishes and administers purchasing policies and procedures, institutes necessary reports, negotiates and approves term contracts, and makes consolidated volume purchases in the interest of obtaining the best value for each dollar expended. It is the intent of the Purchasing Department to maintain public confidence in the procedures and processes used by the College in obtaining (purchasing) goods and services through compliance with the College Board of Trustees Policy in accordance with federal and state legislation.

All purchases and requisitions for quotation must be made by or authorized through the Purchasing Department. All correspondence with vendors should be initiated by and through the Purchasing Department. In instances where the Purchasing Department delegates this responsibility to a College Department, the Purchasing Department must receive notification of such correspondence.

In interviews with salespersons, only a member of the Purchasing Department may state preference for a certain product, reveal the College source of supply for a product, or give out any information regarding performance or price of a product. The Purchasing Department will conduct all adjustments for any irregularities in products or discrepancies in orders.

Board Policy 4410 Purchasing

Purchasing Cards
Purchasing cards can be issued to Mott Community College employees, as a complement to the current purchase order system, for small dollar value purchases to accelerate acquisitions and reduce transaction costs.

• Purchasing Card Guidelines pdf

To obtain a Purchasing Card, complete the Purchasing Card Application pdf and the Purchasing Card Agreement Form pdf. Submit both forms to the Purchasing Manager.

Related forms

• Purchasing Card reconciliation instructions pdf
• No-Receipt Waiver Form pdf

Purchase Order Tutorial pdf
An in-depth tutorial on purchase orders, including what information is needed by the Purchasing Department in order to issue a PO.

• Direct Voucher Payments are used for intangible items such as travel, mileage reimbursements, subscriptions, postal requests, utilities, insurance, memberships and professional fees. These payments bypass the Purchasing Department and are processed by the Accounting Department.

Purchasing Policy and Guidelines for Mott Community College pdf

How do I make a purchase?

1. Fill out a requisition in Datatel pdf
   • What type of PO do I use? pdf
2. Adding approvers to the requisition pdf
   • Department Expenditure Authorization Levels pdf
3. What happens with my fully approved requisition?
   Once your requisition is fully approved, it goes into outstanding status. At this point, the Purchasing Department begins to process your requisition.

Sole Source Justification Form pdf
Sole Source Purchases - For purchases in excess of $2,500, if there is only one vendor that can provide the particular product/service sought, and any attempt to obtain bids would result in only one vendor being available to meet the need, a sole source justification form must be completed by the requesting department and filed with the Purchasing Office.

Vendor Information Form pdf
This form is to be used when a vendor needs to be added to the Datatel database in order to issue payment to the vendor.