Purchasing

Please refer to various training documents under the Purchasing/General Services in the Downloads link of the SMCCCD District Portal for detailed Banner and WebSMART reports and instructions to complete purchasing transactions and procedures.

Websmart and Banner Training Documents (This link takes you to the Downloads folders where various material is available.)

Banner Purchasing Training Binder (This document includes the specific training links for Requisitions and Purchasing Screens and Reports in the Downloads folder including Banner short-cut keys, and instructions for document and commodity level requisitions, standing orders, and other commonly used reports.)


Procedures

All purchases made with grant funds must follow the District’s purchasing policies, procedures and contracts requirements.  

Purchasing Procedures and Contract Requirements   


Procurement Card

When using a procurement card (procard) to make purchases, please follow the Procard User's Guide, and Procard Document Management Procedures.  

Procard User’s Guide

Procard Document Management Procedures

Procurement Card Training March 2016 - PowerPoint


Requisitions and Expense Forms

A requisition is an on-line form and goes through an on-line approval process originating from the requestor, through the Grant Administrator and College Business Office (CBO).

If you have insufficient funds to cover your purchase, initiate a Budget Transfer prior to initiating the requisition or purchase. This may require advance approval as noted above.

Prior approval is required by Grant Administrator or CBO for personal expenditures for the grant over $300 that will be reimbursed.

For purchases with a procard exceeding $300, prior approval is required and an Expenditure Request Form should be completed.  Attach quote(s) as required. This approval should be scanned with your monthly procard receipt packet for audit purposes or submitted with the Request for Reimbursement Form.

Expenditure Request Form

Expense Reimbursement Form for Non SMCCD Employees

 

Stipend vs. Salary

Stipend vs. Salary Guidelines

Stipend Request Form

 

Conference Attendance and Travel

All travel must follow the District's conference and travel policies, and must be approved in advance.
Board Policy 8.55 Conference Attendance and Travel
Administrative Procedure 8.55.1 Domestic Conference and Travel Expenses
Administrative Procedure 8.55.2 International Conference and Travel Expenses

 

Conference Forms
Conference Advance Form  
Statement of Conference Expenses Form

 

Assets

The PD must maintain effective control over, and accountability for all funds, property (Refer to §200.94 for definition of tangible personal property - For SMCCCD, this includes all non-inventoried equipment and furniture purchased and charged to account 4511 and 4512) and assets (Items charged to account 64XX). Assure that they are used solely for authorized purposes.

See §200.302 Financial Management and §200.303 Internal Controls.

SMCCCD maintains a “Fixed Asset System” and a physical inventory of all assets and reconciliation with property records must occur every two years. Fixed Assets are addressed in the Purchasing Procedures and Contract Requirements document (see page 2).

Purchasing Procedures and Contract Requirements