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.


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

Procurement Card

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

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.

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.

Conference Attendance and Travel

All travel must follow the District's conference and travel policies, and must be approved in advance.

Conference Forms


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.

SMCCCD maintains a “Fixed Asset System” and a physical inventory of all assets and reconciliation with property records must occur every two years.