The Purchase Process
 

Preparing Requisitions:

• Check to see if the item(s) are available on the Statewide Contract list.

• Fill out the requisition, include shipping/handling charges, part numbers or manufacturer numbers

• Place additional information or instructions in the body of the “description” box

• Obtain required signatures (contact Accounts Payable for more information on required signatures)

• For all IT related purchases, contact IT

 *Requisition forms are available in the Purchasing Department

Purchase Orders:

 A Purchase Order is processed from a requisition by the Purchasing Department and mailed (or faxed at your request) to the vendor.

Confirming Purchase Orders:

A purchase order (or a purchase order number) must be presented to the vendor before or at the time of a purchase, not after the order has been placed or received.

Confirming Purchase order numbers are primarily used if your department is going to call or fax the order to the vendor.  The procedure for confirming purchase orders is as follows:

• Contact Purchasing to obtain a confirming purchase order number.  When requesting a confirming purchase order number you will be asked to provide the requisition number, the name of the vendor and the dollar amount of your order.   Place the confirming P.O. number in the P.O. number box in the upper right hand corner of the requisition
   
• Fill out the remainder of the requisition (see “Preparing Requisitions” above).
   
• Mark the "Confirming: Do not Duplicate" box in the upper right hand corner of the requisition indicating that the order is confirming
• 
  After filling out the requisition, send it through for proper signatures and processing immediately.  Do not wait for an invoice or for your order to come in.  When departments receive the invoice, it must be forwarded to Accounts Payable.

SPLITTING OF REQUISITIONS

Splitting or separating purchases or work projects to avoid the bidding process is a violation of the State of Idaho Code and carries a civil penalty.  In addition, splitting orders could jeopardize the College’s delegated bidding authority.