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 …
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 PDF document. Exception: Individual items with a unit cost of $500 or more must be purchased on a purchase order.
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 sufficient.
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 purchases exceeding $125,000 (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
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.
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.
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
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
For more information on DVPs and the DVP process, please see the Accounts Payable website.
- What type of PO do I use? 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.
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.
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.
Please see the Purchasing Policy for Federally Funded Purchases, which documents MCCs procurement procedures using Federal grant funding.
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.
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.
The Purchasing Department manages the contracting process and acts as the department of record for all contracts, with the exception of employment contracts of exempt staff members, which are handled exclusively by Human Resources (HR). Aside from one-day presenter contracts, which require only an Executive Cabinet member's signature, all other contracts require the President's signature.
Several templates have been developed for specific types of contracts to ensure the college is properly protected while transacting with other parties. If you have any questions about the contracting process or if you need a specific type of contract that is not available as a template, please contact the Purchasing Department.
- Independent Contractor Template Word document
- Services Agreement Template Word document
- Workshops & Presenters Template Word document
Prior to beginning the contract signing process for an Independent Contractor, the requesting department must first complete an independent contractor review process through HR to determine if the work the individual is doing classifies them as an employee or an independent contractor.
- Independent Contractor Procedures PDF document
If HR determines Independent Contractor is not the appropriate status, the hiring manager should proceed with employing the individual through one of the College’s approved temporary employment agencies (see HR website for instructions). If it is determined Independent Contractor is the appropriate status, the following documentation should be forwarded to the Purchasing Department to complete the contract signing process and to obtain a blanket purchase order (BPO):
- Draft contract
- Completed Independent Contractor/Employee Status Form
- Requisition in Colleague