The following procedures should be followed for purchase of goods and services greater than $500. For purchases under $500, please see Citizens Bank Purchasing Card Procedures and Accounts Payable websites for further instructions.
A Purchase Requisition Form is completed and signed by the department head or other authorized individual. The requisition and relevant supporting documention is submitted to the Purchasing department. Please ensure there are sufficient budgeted monies for the purchase prior to submitting a purchase requisition. For restricted funds, purchase requisitions must also be approved by the Associate Controller - Financial Reporting or Controller.
Upon Receipt of the Purchase Requisition Form, the Purchasing department prepares a Purchase Order. The original P.O. is sent to the vendor and two copies of the P.O. are sent to the requisitioning department. The pink copy is for the department's permanent file. The yellow copy (receiving report) is to be retained by the department until the goods are received or services are performed.
An Annual Purchase Order is used on a limited basis to eliminate repetitive requisitions to the same vendor. Supplies or services are drawn against these orders as needed by the designated departmental representative, contacting the vendor directly.
All goods and services should be reviewed and/or inspected immediately upon receipt by an individual in the department authorized to sign for such receipt. If a shipment is complete for all items on a Purchase Order, sign and date the receiving copy of the Purchase Order (yellow copy) in the Receiving Signature box and return the yellow copy and the invoice to the Accounts Payable Department.
If goods are found to be unacceptable for any reason or if a department wishes to return merchandise, contact the Purchasing department immediately. Arrangements will be made for the goods to be picked up and returned to the vendor.
If a partial delivery of the original order has been received:
When you are contemplating a purchase of $5,000 or more for your Department, please notify the Purchasing Director before contacting vendors so we may guide you through the bidding process. Purchasing staff is available to provide you with sample bidding documents and eligible vendor lists for certain commodities. For all purchases over $5,000, three (3) written bids, quotations and/or proposals are required before the College can commit to the purchase. Copies of the bids or proposals must be submitted to Purchasing along with the Purchasing Requisition. For orders where you believe that there is only one qualified vendor, you must obtain the Purchasing Director’s approval on a Sole Source Justification Form before initiating the procurement or contract renewal process.
A Change Order for is used to make changes to an order after the Purchase Order has been generated and submitted to the vendor. Change orders should be completed for:
Supporting documentation should be provided with change order whenever possible. Change Order forms are currently unavailable online ann may be obtained from the Purchasing Department.