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.
Expense Reimbursement Form for Non SMCCD Employees
Stipend vs. Salary
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