Making
a Purchase
11.1 Purchasing procedures require
that the purchase of items for which the value is $1,000.00 or less,
be made from the supplier that provides the best value to the College.
It is policy to seek competitive and best prices within the parameters
of quality and delivery. Accordingly, when making a Purchasing Card
purchase, the Cardholder will take reasonable steps to assure the
best price.
To avoid potential conflicts of interest, no employee, officer,
or agent of the College should participate in the selection, award,
or administration of purchases or contracts in which to her/his
knowledge the employee, immediate family, or partner has a financial
interest in the supplier's organization.
a. If you need assistance in locating a vendor, or product not
specifically covered in the Preferred Vendors Listing or need
additional information on the College's Purchasing Policies, you
can contact the Purchasing Office ext. 3043, email jparks@mtholyoke.edu
or email purchasing-card
11.2 A Cardholder should use the following checklist when making
a purchase:
a. Solicit from an adequate number of sources to assure the best
price, quality, and delivery. Verify current price listing for
suppliers who furnish standing price quotations or catalog prices
on a recurring basis.
b. Once a supplier is designated and confirms that the goods
are available that meet the specifications and delivery requirements,
the Cardholder should:
- Confirm that the supplier accepts VISA
- Inform the supplier that the purchase is for Mount Holyoke
College and is exempt from sales tax. The College's tax exempt
number is 04-2103578.
- Direct the supplier to include the following information on
the shipping label and packing list:
- Cardholder's name and telephone number
- Complete delivery address
- The words "Purchasing Card Purchase"
- The supplier's order number
- Request that the shipment be sent to the Cardholder ordering
the merchandise. This will ensure that the documents necessary
for the record keeping listed in Section 14.0 are readily available
to the Cardholder.
c. Cardholders are encouraged to receive their own shipments;
however, if someone on campus will be receiving a shipment on
the Cardholder's behalf, the Cardholder should notify the receiver
in advance. Whether the Cardholder or a designated person receives
the shipment, the Cardholder is responsible for obtaining all
documentation (e.g., packing slips, mail order form copies, etc.)
related to the purchase and verifying that the documentation complies
with the requirements for support documentation.
|
