Important
Questions to Consider
What costs are considered in the $2,500 small purchase
limit?
The $2,500
limit is for the price of goods only. Tax, shipping and
other charges can be added to the $2,500 cost of goods
and still be considered an LPO.
Who authorizes changes in
POs or LPOs?
All changes to Purchase Orders
must be authorized by Purchasing.
Changes to Limited Purchase Orders
are made by the Fiscal Agent, provided
that the total amount of the order
(minus tax and shipping) does not
exceed $2,500.
Where
are price quotes
and other backup
sent?
Back-up
materials (such as
quotes or contracts)
for purchases over
$2,500 are forwarded
to the Purchasing
Department either
by inter-campus mail
or by fax (480) 731-8190.
Please include a
note with back-up
materials listing
the corresponding
requisition number,
your name, and your
phone number.
Do
we
pay
tax?
The
District pays
sales tax
to suppliers
located in
the State of
Arizona.
The
tax
rate
varies
based
upon
the
city
in
which
the
supplier
is
located.
For
purchases
made
to
suppliers
located
out of
state,
the District
pays
5% sales
tax directly
to the
State
of Arizona.
Can
an order
be placed
before a
PO or
LPO is created?
Do
not place
an order,
promise
an order,
or otherwise
authorize the purchase
of goods
or services
yourself without
the proper
documents
such
as
an
approved
Limited
Purchase
Order
issued
by
your
campus
Fiscal
Agent.
This
may
make
you
personally
liable
for
payment
to
the vendor.
Can
price quotes
be shared
with other
vendors?
Do
not share
price quotes
from one
vendor with
other vendors.
This
is
not
legal
with
the
rules
of
MCCCD
or
state
statutes.
Only
after
a
PO
or
LPO
is
issued
can
prices
from
other
vendors
be shared.
Can
an order to
one vendor
be
divided
between
two
or
more
POs
or
LPOs?
It
is
against District
policy as
well
as
illegal
to
split
orders
in
order
to
stay
under
certain
dollar
limits,
subsequently
lessening
the competitive
process.
Is
there a reference
list
of
object codes?
An
online
catalog
listing
object
codes
and
their
definitions
is
available
on
the
Employee
Resource
Page
of
the
Purchasing
web
site
under "Additional
Information."
Is
there a reference
list
of
category codes?
Gateway
Community
College
has
a
searchable
database
to
find
category
codes
and
their
descriptions.
A
link
to
their
database
is
on
the
Employee
Resource
Page
of
the
Purchasing
web
site
under "Additional
Information."
Who
pays the bills?
Payments
to
vendors are
processed
by
the
Accounts
Payable
department
located
at
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