offices header
 

Procedures

What follows outlines the procedure for obtaining goods or services via the requisition/purchase order system. This system is used for all goods or services for which the price exceeds $1,000 and for those vendors who do not accept credit cards. If a purchase costs under $1,000 and the vendor accepts credit cards, then the purchase must be made using a College-issued credit card.

I. Requisitions

II. Purchase Orders

III. Receiving

IV. Purchasing outside the system

V. Returned Goods

VI. Vendor File

 


 

I. Requisitions

A. Description

A requisition is a template of a purchase order. Requisitions are created and submitted via the Datatel requisition module. Each office manager determines who will have the responsibility to enter requisitions, the credit limit assigned to that person, and the general ledger account numbers that can be accessed. Purchasing office staff holds training in the use of this module several times per year.

B.   Initiation and Submission of Requisitions

All requisitions must be submitted at the office level. It is recommended that one person within each office, or school, be given the responsibility to requisition items or services for the entire office or school. Requisitions must first be completed in the Datatel requisition module in their entirety. The following information is mandatory:

• Requisition date
• Initiator name
• Vendor
• “Ship to” address, that is, the mail code for delivery
• AP Type (always, “01”)
• Item description
• Quantity (including unit of measure, e.g., carton, pounds, crate, etc.)
• Estimated price
• 13-digit account number

Delays will occur in processing requisitions that are submitted without adequate information.

Each vendor requires a separate requisition.

The dollar limit allowed for each designee to purchase goods will be at the discretion of the budget manager. Dollar amounts that exceed the individual limit require the additional approval of the supervisor. All bulk purchases or large orders over $10,000 will require the approval of the controller.

The requisitions pertaining to the areas listed below will require additional approval. Please note the area from which to request authorization.

Item

 Approval needed
Computers, printers, and related equipment; audio-visual equipment; library acquisitions Director of Library and Information Services
Construction contracts Director of Physical Plant
Non-beverage potable alcohol, MSDS Director of Public Safety
Equipment purchases over $10,000 Controller
Certificate of Insurance Treasurer
Printing of external publications Director of Communications
Furniture and window treatments Purchasing Office

These additional approvals are required regardless of whether the funds are from the general operating budget, donations from any source, state or federally-funded grants, student group accounts, or any College funds not otherwise specified. 

Office/Classroom Furniture

Please note: The purchasing office must approve all furniture purchases. No invoices for furniture will be paid without the prior approval of the purchasing office.

Non-Beverage Potable Alcohol

The purchase of non-beverage potable alcohol requires a permit from the Bureau of Alcohol, Tobacco, and Firearms. All such requests must be placed through the Office of Public Safety.

C.  Fund Availability

No requisition will be processed without sufficient budget funds and proper authorization.

Next section: Purchase Orders

 

Contact Us

Purchasing Office
Blair Hall, Second Floor
Mail Code PG
Hampshire College
893 West Street
Amherst, MA 01002
413-559-5405
Fax 413-559-5639
purchasing@hampshire.edu
 

© 2014 Hampshire College 893 West Street Amherst, MA 01002 . 413.549.4600