903: Unauthorized Purchases
Definition
(a) An "Unauthorized Purchase" is an agreement, a commitment, or an order
for goods or services, or a change to existing contract by any person who does not have express written delegation of procurement authority to bind MCCCD. This includes changes under existing contracts that are made by persons who do not have delegated purchasing authority. Unauthorized purchases are not binding on MCCCD and the vendor may be advised to seek payment from the employee.
(b) Unauthorized Purchases include:
(1) Placing an order without an approved Purchase Order.
(2) Placing an order either before or after submitting the requisition on the
assumption that a PO has or will be approved.
(3) Over spending the authorized amount of a Blanket Purchase order.
(4) Coercing a vendor to initiate an order on the promise that a PO
is forthcoming.
(5) Using personal funds to make a purchase of goods or services that would normally require
the involvement of purchasing to secure competition, approve sole source or otherwise
comply with MCCCD policy and procedure with the intent to seek personal reimbursement.
Processing an Unauthorized Purchase
When an unauthorized purchase is identified an "Unauthorized Purchase Letter" will be sent via email to all involved parties. The letter will outline the circumstances surrounding the unauthorized purchase and provide instructions for providing a response. The college president or district vice chancellor will also be copied. Prior to a purchase order being issued or a payment being authorized, Purchasing must receive a copy of written acknowledgement and approval from the college president or district vice chancellor.
05/19/08
