Purchasing

Important Documents

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 Training Document 
• Banner 9 Training Materials 
• Banner 9 Purchasing Screens and Reports

Procedures

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

• General Purchasing Procedures
• Dollar Limit Guidelines
• Software and Hardware Technology Purchases
• Contracts and Other 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 and Requirements
• 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 Officer (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 expenditures over $300 that will be reimbursed.

For purchases with a procard exceeding $300, prior approval is required. This approval should be scanned with your monthly procard receipt packet for audit purposes.

 

In advance of authorizing a non-SMCCCD employee to incur expenses for reimbursement, review the grant agreement and allowable expenditures to determine if the expenses are admissible.

• Expense Reimbursement Form for Non SMCCD Employees

Stipend vs. Salary

If you feel a stipend is an appropriate form of payment, contact the Cañada College Business Office at canbusinessoffice@smccd.edu, for further guidance. Please consult with the Business Office in advance of authorizing work or payment.

• Stipend vs. Salary Guidelines

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 Project Director must maintain effective control over, and accountability for all funds, property (refer to §200.94 Supplies 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.

• §200.302 Financial Management
• §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. 

• General Purchasing Procedures