There are three "documents" created
online using the College Financial System (CFS) computer
system for requesting and purchasing goods and services:
Requisitions
The Requisition, sometimes simply called a Req, is created in CFS by a requisitioner
to obtain supplies, equipment, or services. It must be created accurately
and clearly to allow individuals (who approve and process this request) to
understand what is needed.
Classes for creating a requisition online using CFS are
available through Training Services, (480) 731-8287. To
assist you in specifying budget codes when preparing requisitions,
an online catalog listing object
codes and their definitions is available on the web
for your reference. Gateway Community College also has
a searchable database to find category
codes and their descriptions.
Requisitions are forwarded to the appropriate individuals
for approval via CFS. The last stop for on-line requisition
approval is your Fiscal Agent, who then forwards requests
over $2,500 to Purchasing. Purchasing cannot begin to process
an on-line requisition without the approval of the Fiscal
Agent.
Approvals: The need for approvals
is based upon the type of purchase and the dollar amount.
Each college has its own routing procedure for approvals.
Your Fiscal Agent can instruct you regarding your campus
procedures. The final approval needed at your campus is that
of the Fiscal Agent. That approval allows Purchasing to begin
creating a PO for purchases over $2,500, or allows your Fiscal
Agent to create a Limited Purchase Order for purchases under
that amount. The progress of requisitions can be tracked
via CFS, or you can contact Purchasing or your Fiscal Agent
with any questions.
Purchase Orders
The Purchase Order (PO) is a form that is created in the Purchasing department
from information contained in the approved on-line requisition and is used
for purchases over $2,500. The PO number is used by the vendor to identify
the purchase and is listed on shipping documents and invoices.
Limited Purchase Orders
The Limited Purchase Order (LPO) is created by the campus Fiscal Agent and used
for any purchases (other than capital equipment) up to $2,500. LPOs are for
one-time purchases that will be shipped complete and billed in total.
Blanket Purchase Orders
A Blanket Purchase Order is a type of purchase order used for small commodity-type
purchases that are bought often, such as maintenance supplies, utilities, and
food; or for services such as miscellaneous repairs. Blanket POs in the amount
up to $50,000 can be created for small purchases not to exceed $2,500 per day.
Blanket POs help to reduce paperwork and save time. For more information on
Blanket Orders, please refer to Chapter One, Section
106 of the Purchasing Procedures Manual, or call your Fiscal Agent.
Prepaid Orders
The District provides prepayments for very limited types of purchases such as
subscriptions, dues, memberships, deposits for travel-related expenses, and
certain maintenance and license fees. See Chapter
One, Section 110 of the Purchasing Procedures Manual for specific information
regarding prepayment of goods or services and cash advances, or call your Fiscal
Agent.
