Purchasing

Purchasing
Purchasing Department
We are fully committed to establishing a productive business relationship with vendors
and contractors to provide quality products and services for the College at the most
competitive prices. We conduct all transactions and contract awards for the College
based on price and suitability, in accordance governing codes and regulations including,
but not limited to, all provisions of the California Civil, Education, Government
and Public Contract Codes as well as Board Policy.
Our Business Ethics
Purchasing functions will be carried out in the most efficient manner consistent with
service to the
College, legal requirements, and sound procurement practices conducted with fairness,
dignity,
honesty, and integrity.
Since Mt. SAC is a state-funded institution, there are several required procurement
procedures and processes that must be adhered to by both the College and prospective
vendors who want to provide goods and services. Under state law, the Mt. SAC Board
of Trustees has the ultimate responsibility for all purchases and contracts.
The College’s purchasing philosophy is to maintain professional relationships with
all vendors. Vendors are free to advertise and contact our various departments directly.
However, your promotional efforts should not include gifts, favors, or any form of
personal gratuities to any College personnel. We are equally committed to the principle
of inclusive opportunity and welcome the participation of all qualified businesses,
including those owned and operated by women, minority, and other underrepresented
groups.
Purchasing Information
Contact Us | Hours | Location
purchasing@mtsac.edu
(909) 274-4245
For Contractors:
purconstruction@mtsac.edu
Building 4 - Office 1370
Hours:
7:30 a.m. – 4:30 p.m.
Purchasing
Bldg. 4 - 1370
Print Services
The Print Services group provides photocopying, and binding services for academic
and administrative departments. Faculty and staff can fill out a Printing Request
Form right from their web browser using any network connection on campus or while
connected to the Internet from home, anytime, anywhere! The Online
Print Request System
is sure to provide faster, more reliable service at a significant savings.
(909) 274
-4255
Copier locations
The walk-up copiers are provided for occasional, small, quick copy jobs. Any copy
job larger than 30 copies should be submitted to Print Services. Report copier problems
to IT Help Desk at (909) 274 - 4357.
Copiers
On Campus Map
Bldg. 4-2520 - Mailroom
Bldg. 26A Room 2630
Bldg. 26D Room 2481A
Bldg. 28B Room 302A
Bldg. 60 Room 1406
Bldg. 61 Room 1668
Bldg. 66 Room 227
Mail Room
Mail Services provides all incoming and outgoing mail through the United Postal Service
and campus mail.
(909) 274
-4212
Staff
Angelic Davis
Director of Purchasing, Print, and Mail Services
(909) 274
-4245
Joe Carbajal
Contracts Manager
(909) 274
-4717
Tiffany Chen
Procurement Specialist
(909) 274
-5514
Danielle Calhoun
Procurement Specialist
(909) 274
-5510
Ana Cisneros
Buyer
(909) 274
-5509
Delaney Geppert
Professional Expert
(909) 274
-5521
Print Services
(909) 274
-4255
Donna Rutherford
Interim Coordinator, Print Services (OOC)
Peggy Amaro
Administrative Specialist II
Brandon Smith
Printing Services Tech
Timothy Stutzman
Professional Expert
Jace Nicoles
Professional Expert
Mail Services
(909) 274
-4212
Patty Castillo
Lead Mail Room Operator (OOS)
Deliveries
Deliveries - Bldg. 48
When making deliveries, the purchase order number must appear on all packages and
packing slips. Receiving hours are 8:00 a.m. to 3:30 p.m. Monday through Friday, excluding
holidays. Unless otherwise specified on the purchase order, all materials shipped
to the College must be delivered to:
Mt. San Antonio
College Warehouse / Central Receiving (Deliveries at Bldg. 48)
1100 N. Grand Avenue Walnut, CA 91789
College Warehouse / Central Receiving
Bldg. 48 - Deliveries
Past Events
Reverse Vendor Trade Show
See More Events
Doing Business with Mt. SAC
Doing Business with Mt. SAC
Our College uses a web based process for submitting bids.
You’ll receive an email to activate your account, and then subscribe to our bids.
For more information about how to register, please see our
help file here
The
e-Bid Portal
will allow interested parties to do the following:
Register to bid and receive notifications of future opportunities in the
e-Bid Portal
by selecting Subscribe to create an account.
Follow updates to existing solicitations by finding the solicitation and clicking
the Follow button. This will allow all interested parties to receive amendments and
addenda automatically.
THERE IS NO COST FOR VENDORS TO REGISTER WITH OpenGov.
Hazardous Products
Vendors are required to provide
Material Safety Data Sheets (MSDS)
from the manufacturer for all products that are considered hazardous as defined by
Title 8, California Code of Regulations
. The MSDS is required with the merchandise being shipped.
Chemical Purchase Tracking
Contracts and Agreements
Professional Services Agreement (Sample)
Basic Services Agreement (Sample)
Guest Speaker Services Agreement (Sample)
Proposal and Field Services Agreement (Sample)
Software Agreement
Software Agreement Addendum (Sample)
Transportation Services Agreement (Sample)
Workshops and Events
Mt. SAC Vendor Interest List for Workshops and Events
E-procurement Bidding System
New Vendor Packet
Purchase Order Terms and Conditions
Maintenance vs. Public Works Requirements
Construction
Construction
Our District has elected to become subject to the California Uniform Public Construction
Cost Accounting Act ("CUPCCAA"), Public Contract Code sections 22000 et seq. Accordingly,
and pursuant to the provisions of Public Contract Code section 22034 and the criteria
Promulgated by the
California Uniform Construction Cost Accounting Commission
, contractors interested in bidding on District public works projects are required
to complete and submit the
Informal Bidding Request
(Projects less than $220,000) in order to be placed on the District's Informal Bidding
Contractor List.
In accordance with SB 854, all contractors and subcontractors must be registered with
the Department of Industrial Relations (DIR) to be awarded contracts for public works
projects. DIR has extensive information regarding public works requirements on its
Public Works website
, including instructions for
DIR Contractor Registration
Formal Pre-Qualification
To bid projects at Mt. San Antonio College a prime contractor must fully complete
a pre-qualification application and provide supporting documents.  Formal prequalifications
are currently on a project-by-project basis.  Contractor must register with
OpenGov
to submit their prequalification packet and receive automated email notification
of upcoming bids.
Informal Pre-Qualification
To bid projects at Mt. San Antonio College a prime contractor must fully complete
a pre-qualification application and provide supporting documents. Once a contractor
is approved the pre-qualification status will remain current for 12 months from the
notice of qualification. Contractor must register with
OpenGov
to submit their prequalification and receive automated email notification of upcoming
bids.
Workforce Agreement Information
Employee Resources
Employee Resources
Frequently Used Forms
Late 25-26 Change Order Request Form
Late 25-26 Requisition Request Form
Quote Justification Form
Single and Sole Source Form
Instructions for Single and Sole Source Form
New Vendor Packet
Independent Contractor Request
Business Card Order Form
Gifts and Donation Form
Pre-approval for Personal Reimbursement Request Form
Vehicle Request Form
Copier Request Form
Guides
Banner Requisition Guide (2021)
Purchasing Made Simple Reference Guide 2023
Desk Reference for Account Codes
P-Card Guide
US Bank Access Cardholder Guide
OnBase Training Guide
Food Purchasing Guidelines
Pavilion (Sourcing Tool to Assist with Getting Quotes)
Field Contract
Field Contract & Daily Report
Training
Mt. SAC's purchasing process is completed using the
Banner Finance
module. If you have been identified as a key person who works in Banner Finance,
you must attend one of Purchasing’s Training Series listed below.
After completing the Banner Finance Overview session, you must submit a Banner Finance
Account Form to receive the appropriate Banner security access clearance.
To sign up for trainings click the “
POD Calendar
” link below.
Requestor Series
Banner Finance Overview
Requisition / OnBase
Administrative Assistant Series
Banner Finance Overview
Requisition / OnBase
Approval / OnBase
Budget transfer online
Chrome River
Questica
- Offer twice a year
Manager Series
Banner Finance Overview
Approval / OnBase
Budget transfer online
Chrome River
Questica
- Offer twice a year
Additional Training
P-Card:  Please reach out to Purchasing for training after approved P-Card request
form is completed.
Chrome River: Conference & Travel and Direct Pay Reimbursements (video)
Chrome River: Pre-Approval and Expense Review for Managers (video)
Banner Finance Account Request Form
POD Calendar
Procurement Card
Procurement Card
Procurement Card
Procurement Card
A Procurement Card Program (“P-Card”) is a credit card program that enables the District
to significantly trim the traditional paper and labor-intensive procurement process
for small dollar purchases and/or to pay for travel related expenses, such as hotels
and restaurants.
The District’s Board of Trustees approved the Procurement Card Program to allow District
employees to use a personalized Visa Card through the U.S. Bank Cal Card Program (Bank)
to buy small-dollar items and/or pay for travel-related expenses on behalf of the
District.
How do I obtain a P-Card?
Employees  are eligible to receive a P-Card upon approval of their area President
or Vice President, and the Vice President, Administrative Services. Complete the P-Card
request form in E-trieve. Once approved the request will be forwarded to the Purchasing
Department for issuance.  Any permanent/temporary increases or cancellations will
be made on the form in Etrieve.
Current P-Card Schedule
Current P-Card Schedule
2025-2026 Purchasing Card Schedule
P-Card Etrieve Form
FAQs for Mt. SAC Employees
Vendors/Suppliers
What steps should I take if I am using a new vendor?
Vendors who are new to doing business with the College must fill out and submit a
New Vendor Packet
.  Out-of-State vendors require additional documentation.
Requisitions & Purchase Orders
How do I create a requisition?
Requisitions are completed via
Banner Finance
. Banner is the main platform for ordering. Requestor Training and an approved Banner
Request Form are required to gain access to Banner.
Once training is complete, orders can be submitted via electronic request. When completing
a requisitions be sure to:
Include the date of when order is needed
Ensure that all required Approvals for department/division are obtained. Keep in mind
the following:
All orders over $5,000 – Vice President
All computer/technology-related orders over $200 – IT Department
If a price quote is received, list the sales rep and the date in the Document Text.
For items requiring Board approval, include the Board approval date in the document
text.
Always use the correct Commodity Code, then list additional information in the following
order: manufacturer, make/model, size, color, vendor’s catalog no., and/or period
of service.  For equipment purchases, reference the “
Banner Requisition Guide
”.
A Purchase Order is a contract with the vendor.  Any changes to that contract must
be issued by Purchasing in writing in the form of a Change Order via email at
purchasing@mtsac.edu
What is “back up”?
Backup is required documentation that is connected to a requisition request. All Backup
is stored in the campus’s centralized information platform called OnBase.   Backup
can include quote, board approval, contract, justification form, or any other supporting
documents.
Proof of competitive pricing is
required
for all purchases over $10,000 (including labor, taxes, and shipping).  To show proof
use our “
Quote Summary and Justification
” form.
Where is my Requisition or Purchase Order?
You may check the status of your requisition by signing into Banner and going to Document
History (FOIDOCH) to search by the Requisition Number.  In the 'Document Type' field
enter REQ or PO, tab to the Document Code field, enter the Requisition Number (R00xxxxx)
or Purchase Order Number (P00xxxxx), and click GO. Check the status under “Status
Description”.
Note:
You may access each document by clicking on the document number, selecting “Related”
from the ribbon at top right. Select “Query Document [BY TYPE]” and click “Go”.
Looking for items? - If there is a Receiver Number in the Receiver column, but you
have not yet received the items, contact the Central Receiving Department at
(909) 274 - 4870
to request a status.
What if I have an emergency order?
An emergency is defined as:
A sudden, unforeseen event that disrupts classroom activity
An unplanned condition that could pose a risk to persons or property
Remember:  Lack of planning is NOT an emergency.
However, we understand that things happen and orders must occasionally be expedited.
These situations require coordination between requesters, approvers, and the Purchasing
Department.  Follow the steps below to ensure your order is successfully expedited.
Enter a Requisition in Banner.
Check the Approval Queue to see who is next to approve. To check the approval queue
sign into Banner and go to FOAAINP. Contact each approver once the Requisition has
reached his/her queue.  Follow this process all the way through the final approval
by the Accounting Department.
Contact the Purchasing Department via email
purchasing@mtsac.edu
to notify that a Requisition needs expediting. Include Vendor Name and Requisition
Number in email.  Remember to upload all supporting backup documentation to OnBase.
How do I increase or decrease a purchase order (Change Order)?
You may request an increase or decrease by submitting a change order request to
purchasing@mtsac.edu
.  Include all the necessary information for the change. Once the change has been
made by Purchasing, the PO will route through the approval queues, first the requestor’s
department, then Accounting.  Accounting will not approve an increase if the funds
are not available (NSF).  If sufficient funds are not available, a budget journal
covering the increase must be processed.
How do I track the approvals of a Requisition or a Change Order Request?
Use Document Approval (FOAAINP) or Document Approval History (FOIAPPH).
To see who needs to approve, in Banner, go to FOAAINP and enter the Requisition number
(or Purchase Order number if a change order) in the Document field, then click GO.
The form sorts the approval queues (departments) in alphabetical order, not the order
of required approval.  The requesting department’s approvals will be required first
and Accounting’s approval last. Highlight a queue level line to see the approver listed
below.
To see approval history, in Banner, go to FOIAPPH, then enter the specific requisition
number or Purchase Order/Change Sequence Number in the “Document Code” field and click
GO.  A list of approval history is provided.
How do I submit supporting backup documents for my Requisition?
Supporting documents must be submitted to the Purchasing Department using a Requisition
Cover Sheet.  A separate cover sheet must be used for each requisition and its correlating
documents.  Supporting documents may be scanned and emailed to
purchasing@mtsac.edu
.  While scanned documents are the preferred method, you may also fax your documents
to
(909) 274 - 2025
, or forward through campus mail.
How do I delete a requisition no longer needed?
You may delete an "incomplete" requisition by accessing the document through FPAREQN
in Banner.  Type the requisition number in the blank field, then select "Go."  From
the Requisition Entry: Requestor/Delivery Information screen, click the [Delete] button.
Repeat clicking the [Delete] button sequence once more, then click “OK.”
If your Requisition has been completed, but not final approved, you may pull the Requisition
back to delete it.  To pull back a Requisition, type FOADOCU in Banner.  Once you
are in FOADOCU, select "Go."  From there, select the Requisition you want to pull
back so that the line is highlighted. Click on the "Deny Document" icon to the far
right, which should be in red bold.  Close out of the FOADOCU page and go back to
FPAREQN.  Then enter the Requisition number and complete the "Delete" sequence as
explained above.
I entered an incorrect fund, organization, account, or program number.  How do I revise
it?
For a requisition:
Up until the requisition is approved by Accounting, the requester may retrieve the
requisition to make the revision using FOADOCU. Then go back to FPIREQN. Type requisition
number and click GO.  After revising, tab entirely through the requisition to balance
the (unseen) data tables.  If unbalanced, the requisition will show an 'A' in the
NSF cell and will not be successfully approved.
For a purchase order:
If the payment has not yet been made, you may request a PO change order to correct
the error. Request a change order via
purchasing@mtsac.edu
. Include the PO number in subject line.  Once the change has been made, the purchase
order change order (PO C/O) will route through the requesting department’s approvals,
then Accounting’s approval.
For a paid expense:
The requesting department’s budget manager will need to request a journal transfer
in writing to Accounting (by email).  Please also provide the 'To' and 'From' account
strings (fund, organization, account, and program numbers) on the request.
Has the purchase order been paid?
In Banner, go to FOIDOCH.  In 'Document Type,' enter PO, then “Document Code” type
the PO number, and click GO.  If the check is in process, the invoice will show 'P'
for Paid and the check number and status will be blank.  Once the check has been processed,
the check number will be reported.  The Check Status includes:  Blank – not yet cashed;
F – final reconciliation (cashed); and X – cancelled.  Cancellation of the check would
apply to situations where the payment was no longer needed, or the check was stale
dated (no longer negotiable).
How do I check the available balance on a standing purchase order (SPO) or purchase
order (PO)?
Go to Detail Encumbrance Activity (FGIENCD).  Enter the specific SPO or PO number
in the Encumbrance field.  Then, select “GO”. In the Item section (middle section),
arrow down to see each item on PO, if applicable.  For each item, click on 'Next Block'
to go to the Transaction section (bottom section).  Then, scroll through the transaction
detail.  The last transaction entry will show the current remaining balance.
How do I assist with expediting a payment?
Ensure that the supporting documentation, as applicable per purchase, has been submitted
to Purchasing/Accounts Payable.  Vendor invoices will be received by Accounts Payable
and sent to the respective department manager for signature.  Please return the approved/signed
invoice promptly to Accounts Payable.  Supporting documentation may include quotes,
agreements, and/or Board approval.
Will my supply standing purchase order (SPO) be closed at year-end?
Supply SPOs are for items under $500 each and are typically opened for a fiscal year,
and therefore will close at year-end.  However, if the fund balance has been used
prior to year-end, the SPO will be closed with the last payment.  For more information,
refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term.
May I enter a requisition in Banner using a Foundation account?
Yes, you may enter a requisition in Banner.  Select a Foundation vendor, which are
vendor numbers starting with the letter F.
Equipment Purchases
How do I make a fixed asset purchase?
To facilitate the process of tracking equipment items, proper accounting, and compliance
with District practices, please use the following guidelines.
Equipment must be ordered with a purchase requisition through the Banner System.
Equipment cannot be ordered with a standing order, purchased with Petty Cash or a
P-Card.
Determine whether the item is classified as equipment or supplies. Contact Purchasing
if unsure.
Refer to the
Banner Requisition Guide
for more detail information.
What is the account code for fixed asset purchases?
Refer to the
Banner Requisition Guide
and the
Desk Reference for Account Codes
for more detail information.
What is the account code for fixed asset purchases related to technology equipment?
All purchases related to technology equipment requires Information Technology approval.
Refer to the
Banner Requisition Guide
for more detail information.  Some examples of technology-related equipment are computers,
printers, tablets, audio visual hardware, software, or cameras.
Procurement Card (P-Card)
What is a P-Card?
A purchasing card or P-Card is a form of company credit card that allows goods and/or
services, depending on the type of card, to be paid for without using the traditional
purchasing process.  For more information on P-Cards, refer to
Procurement Card User Guide
How do I obtain a P-Card?
Permanent employees who have passed their probationary period are eligible to receive
a P-Card upon approval of their area President or Vice President, and the Vice President,
Administrative Services.  Complete a '
Request for Issuance of Procurement Card
' form. Once approved the request will be forwarded to the Purchasing Department.
Requestors will be asked to complete a training via
POD Connect
Independent Contractor
Is a vendor an Independent Contractor?
AB 5 is a bill the California Governor signed into law in September 2019 addressing
employment status when a hiring entity claims that the person it hired is an independent
contractor and must determine if workers in California are employees or independent
contractors for purposes of the Labor Code, the Unemployment Insurance Code, and the
Industrial Welfare Commission (IWC) wage orders.
For more information on Independent Contractor versus employee, please visit:
TIP:
Vendors providing any type of service (piano tuners, mechanics, technicians, lecturers,
performing artists, or consultants) are considered an Independent Contractor. Review
vendor’s W-9 form, if a social security number is provided as tax ID number or if
they are an individual/sole proprietor, a single-member LLC, or a Partnership, they
are an Independent Contractor.
What is the Independent Contractor procedure?
Requestors must fill out an “
Independent Contractor
” form  and complete “
Independent Contractor Request
” form. Once approved by Human Resources the Department will complete a requisition
request in Banner and upload required documents in OnBase. This agreement will need
Board Approval.
Purchasing Rules
Because we use government money to pay for everything we buy, we are subject to federal
and state regulations that govern what and how we do our buying.
Under law, our Board of Trustees has the sole authority for all purchases – and, with
few exceptions, it has delegated that authority to Purchasing.
Unauthorized Purchases. Employees are not allowed to place an order with a vendor
and send a “confirming” requisition to Purchasing. Employees can be personally responsible
for paying a vendor if an employee commits the College to any purchase or service
without going through Purchasing.
Conflict of Interest. The College is not allowed to purchase from any company in which
an employee has direct or indirect ownership.  It is considered a conflict of interest
if a College employee will financially benefit in any way.
Bid Splitting. It is not allowed to split up big orders into smaller ones to avoid
bid thresholds (see threshold table in The Basic Process section).
In addition to being illegal, the Accounting Department or the auditor could stop
payment to the vendor – which is not fair to the vendor since they contracted with
us in good faith.
Deposits are allowed only after receiving prior approval from the Board of Trustees.
Lottery Funds may only be used to buy instructional books, supplies and software but
cannot be used to purchase equipment.
Gift Purchases are not allowed with District funds.
Alcohol purchases are never allowed except for some instructional laboratories.
Invoices should be sent directly from the vendor to Accounts Payable and payment warrants
will be mailed directly to the vendor.
Basic Order Process
The basic purchasing process is as follows, no matter the size of an order:
Identify an item/service needed and obtain a quote from Vendor.
Verify department budget has sufficient funds in the account to pay for the purchase.
If sufficient funds are not available, initiate an appropriation transfer and track
it through Banner before proceeding to the next step.
Create and submit a requisition in Banner and provide “backup” in OnBase.
Acquire approvals by tracking the Banner requisition status through approvals, contacting
approvers as needed.
Purchasing creates the Purchase Order, places the order with vendor.
Warehouse receives goods and delivers to designated area.
Orders must be checked and received on the delivery slip. Manager signs the vendor
invoice accepting delivery of and authorizing payment for those items.
Accounts Payable pays the invoice and disburses the check to vendor.
Warehouse
What's the Campus Delivery Schedule?
Monday:
1 Art Complex
2 Performing Arts
3 Gym
4 Administration
6 LTC
Tuesday:
7 Science
8 Campus Café
10 Founders Hall
11 Science
9A-D Student Svc 9E -Student Success Ctr.
67 A&B Health
45 Athletics
742 Stadium
Wednesday:
12 Ag Sciences
12A Foundation
13 Design Tech
23 IT
77 BTC
78 BTC
79 BTC
16E – Equity Ctr
9F
9G
Thursday:
26A, B & D
27 PE/Wellness
28 Tech.& Health
29 Central Plant
60 Science Lab
69 AIRC/Weld
Friday:
40 Comm. Ed.
46 PE Offices
Hort. Unit
30
35
47 Maintenance
61 Natural Sc./ Math
66 Language Ctr
70 CDC
73 CDC
Note
: Delivery Schedules are subject to change due to facilities relocations.
The Warehouse welcomes in-person pickups between 8:00 am – 3:30 pm, if a requestor
cannot wait for their scheduled delivery, contact the Warehouse at Ext. 4870.  Be
ready to provide a purchase order number.
What is store stock?
The Warehouse stocks basic office, classroom, paper, and custodial supplies for use
by the entire campus at no charge to department’s budget.
Requests can be made on the Mt. SAC website under the
Administrative Forms
page, select “Warehouse” button.
Orders will be delivered on next scheduled delivery day.
Please order on an as-needed basis, stockpiling large quantities is not permitted.
What does our department do with item no longer need (surplus) or we received a donation?
Any equipment or furniture no longer need, or that is broken beyond repair, must
be properly disposed.  After determining there is no other need for the item on campus,
the College uses three ways to dispose of surplus items:
Donation to another educational institution or non-profit agency.
Bulk sales through a liquidator auction firm.
Online Auction through a liquidator auction firm.
Requirements:
Tag item(s) if it is still working.
Tag item(s) if anyone is interested in having it donated.
Donations require a letter from the interested party confirming their non­profit status
as well as Board approval.  Contact Purchasing for further information.
Submit an online work order using “School Dude” for the Warehouse to pick up item(s).
Department Administrators have access to submit a request.
How can I request relocation services?
The Warehouse staff provides limited relocation services for the following:
Moving furniture/equipment in a single office or classroom
Setting up furniture for ACCESS students each semester
Removing surplus equipment and furniture to the Warehouse for disposal
To schedule a move or removal by Warehouse staff, please submit a work order via “School
Dude” online system.
What is School Dude?
Recently hired administrators can request a School Dude account via Facilities at
(909) 274 - 4850
Access School Dude: Go to
login.schooldude.com
and log in with name and password.
Complete all required fields in Step 1 and 2.
At Step 3, click on Warehouse.
Complete remaining Steps 4-8 and click submit.
The Warehouse will contact via e-mail or phone to set up a time for the work to be
done. Moves are limited to a single classroom or office.  Relocating multiple rooms
and/or buildings is done by professional movers.  Contact our Facilities Department
at
(909) 274 -  4850
to schedule a big move.
Single or Sole Source Vendor
Sometimes, there is only one source for that expensive item (over $10,000) and the
purchase is unique and/or proprietary to that vendor.
Examples
Single Source – Planetarium Zeiss Star Projector: only projector that meets our needs,
although there are many star projectors and manufacturers.
Sole Source – TracDat software for PIE & SLO/AUO process: this is the only software
of its kind and it is proprietary to Nuventive LLP.
Requirements
Submit a
Single/sole Source Form
to Purchasing for approval. If the product is proprietary, include a letter from
the vendor.
Once approval is received, enter a Requisition in Banner, and upload executed proposal
and approved Single/Sole Source Form to OnBase.
Personal Reimbursements
If small purchases are made for the College using personal monies a reimbursement
can be requested under the following conditions:
Examples
Purchase a book at a conference
Special project supplies for a class project
Purchase from a vendor who does not take purchase orders
Requirements
Must be authorized in advance by department/division manager and the Purchasing Director.
If not, an employee may be liable for the purchase.
Limited to less than $500, unless otherwise authorized by Purchasing Director, or
the Associate Vice President of Fiscal Services.
Should never include equipment items (i.e. computer / printer) over $500.
Complete a
Payment Reimbursement Form
, found on the Fiscal Services Forms and Reference Document webpage. Upload documents
via Chrome River, include original invoice and/or receipt showing proof of purchase/payment
and packing slip. Must include the reason for an event, the event date, attendees,
and any other applicable detailed support.
Have a suggestion?
If you would like to add a question to our list, please send an email to
purchasing@mtsac.edu