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Employee Information and Assistance

Who should I contact in the Purchasing Office?

The Purchasing Department staff is individually assigned to work with specific departments, off-site campuses and key commodities (though we do overlap to cover vacations, absences and busy periods).

You can find your dedicated buyer on the Purchasing Department Staff & Contact Information page.

Information on …

Purchasing Processes

How Mott College Buys

PCARD Purchases

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 PDF document. 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.

Direct Buy

Purchases totaling less than $3,000 may be directly awarded to the contractor requested by the operating department.

Informal Quotes

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 sufficient.

Sealed Bids

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 Approved

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 is required.

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

PCARD

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 Program PDF document 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 as:

  • Employee travel and reimbursements
  • Subscriptions
  • Memberships

For more information on DVPs and the DVP process, please see the Accounts Payable website.


Administrative Purchasing Policy PDF document


Tutorials


Spend Authorization Table PDF document

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 the Director of Accounting.


Returns

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

Grants & Special Purchases

Federal Grant

Unless otherwise specified, grant purchases must follow the Code of Federal Regulations (CFR); Title 2: Grants & Agreements | Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards | Subpart D: Post Federal Award Requirements | Procurement Standards 200.317 – 200.326.

Purchasing Policy for Federally Funded Purchases PDF document

Please see the Purchasing Policy for Federally Funded Purchases, which documents MCCs procurement procedures using Federal grant funding.

Vendor Processes

Vendor Information Form PDF document

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 PDF document.

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 PDF document here.

Independent Contractors

Independent Contractors

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
July 19, 2016
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