Policies and Procedures Manual

Chapter 4: Business & Administration

04:06:00   College Requisition for Purchase/Purchase Orders

In accordance with the laws of the State of Tennessee and Tennessee Board of Regents policies and guidelines, it is the responsibility of the office of Purchasing to procure all supplies, services, or equipment as needed by the College in a manner that will ensure maximum value is obtained. The budget manager requesting to make a purchase should conduct research in an effort to determine the best value for the College and initiate a request for purchase according to institutional procedures.

The Requisition for Purchase is completed by the department requesting an item(s) to be purchased. Solicitation of bids, negotiation with suppliers, and obligation for purchase will be conducted by the office of Purchasing.

The Requisition for Purchase, plus any attached contracts or forms necessary to perform a request, should be forwarded through the proper channels for electronic approval and completely executed prior to reaching the Office of Purchasing. Included on the form is the description of the items requested; fund, organization, account, and program codes; cost; and the suggested vendor’s name and address. To ensure that materials, equipment, and services are received in a timely manner, a specific date for delivery must be specified.

Requisitions for the purchase of materials and supplies should be submitted electronically in Banner as needed periodically throughout the year. In order to have equipment available for students beginning the fall semester, requisitions for equipment should be submitted as soon as possible after the beginning of the fiscal year. All requisitions for purchases totaling $10,000 or more must be bid unless a State of Tennessee term contract is available.

The Office of Purchasing will help locate items or catalogs for any special requests. (Reference the Northeast State Purchasing Policy and Procedures Manual for detailed policy and procedures.)

A Northeast State purchase order is required for all supplies, equipment, or services purchased from any funds of the College whether funds arise from State or Federal appropriation, student fees, grants, endowments, contracts, agency funds, or other sources. Special or unusual procurement problems should be brought to the attention of the Purchasing Office.

The requesting department should confirm the accuracy of the purchase order against the requisition for any discrepancies and report them immediately to the Office of Purchasing. Upon receipt of the merchandise or service, any discrepancies should be reported in writing to the Purchasing Office and Accounts Payable.

All contractual agreements must be signed by the President of the College.

Student Club Purchases

Clubs or organizations requesting purchases utilizing club or organization monies will use a "Request for Funds/Payment for Clubs" form. This special form is available in the office of Student Life.

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Divisional Review Responsibilities Checklist: Finance

Revision History: Feb. 2007; Sept. 2011; Dec. 2013; June 2014; Edited Feb. 2020