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PURCHASING PROCESS What’s new for 19-20

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Page 1: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

PURCHASING PROCESS

What’s new for 19-20

Page 2: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

PURCHASE REQUEST PROCEDURES

New Rules:• Most purchases previously paid with a Payment Voucher, now require a Pre-Approved PO or

Blanket PO

• All PO’s must have approval from:

This is for ALL purchases no matter the amount. The $250 rule applies only after the Purchase Order is in place.

• Budget Manager

• Area Administrator (Dean and/or VP)

• Vice President Administrative Services AND/OR Superintendent/President

• You are responsible for…• checking your budget PRIOR to submitting PO request (attach FGRBDSC report)

• getting all signatures on approval lines

• making sure invoices are applied to the correct PO

Page 3: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

MORE…• Purchase Requests for specific items:

• This process remains the same• Make sure you have all the back-up needed

• Purchase Requests for Blanket PO’s are for:• Monthly, Quarterly or Annual contracts• Regular fixed expenses

• Rent• Utilities• Phone• Insurance• Memberships• Contracted Payments• Anything else recurring (Printing, Supplies, etc.)

• Create PO for entire year

If you make a purchase of $250 or more for non-monthly invoices on your Blanket PO –• You must first email your appropriate Area Administrator & VP of Admin Services for

approval• Attach the approval email to your invoice for payment

Page 4: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an
Page 5: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

Payment Vouchers• Payment Vouchers should only be used for invoices that are a one time immediate purchase

• Example• A supply needed from Ray’s or Solano’s

• If this purchase is less than $250 – have your Area Administrator sign the PV• If a purchase is more than $250 – send an email to your Area Administrator and the VP of Admin

Services BEFORE you make the purchase• Attach email approval to PV along with invoice from vendor

Office Depot• Login to the Office Depot Business Website

• If you need a new account set up – contact Admin Services• Submit your order

• Your order will be on hold until all approvals on-line have been made• When invoice is received

• Use a Payment Voucher to submit invoice for payment• If you did a PO for Office Depot – no PV is needed, note the PO # on the invoice

Page 6: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

CalCard Purchases• If purchase is less than $250 – have your Area Administrator sign the request• If purchase is more than $250 – send an email to your Direct Supervisor & VP

of Admin Services BEFORE you make the purchase – Attach email approval to monthly bill

• All CalCard statements must have receipts or they will be returned to you• If card is associated with travel see the travel guidelines below

• Please attach copy of approved travel request with any related charges for travel made on card

Travel & Advance Requests (current process)• Must be pre-approved before expenditures are made• Travel Request/Claim form or Advance Form needs to be completed by person

traveling• Must be signed by appropriate supervisor and VP of Admin Services BEFORE

any expenditures are made• This includes:

• Registrations• Lodging• Airfare

Page 7: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

NEW PURCHASE REQUEST FORM

New fillable form

Located on mySiskiyous

Employee Tab

Budget and Finance

Important Forms

Purchase Request Link

Page 8: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

HOW TO FILL IT OUT1. Vendor Name & Address2. Remit to (if different from address)3. Vendor S#4. New Vendor – if yes attach W-95. Quote # from Vendor6. Expected Delivery Date7. Fiscal Year8. Ship to info 9. Campus - One campus must be checked to

calculate the appropriate Sales Tax10.Quantity & Unit11.Description (See attached is not acceptable!)12.Unit Price – Nontaxable or Taxable Column13.Amount will calculate automatically14.Shipping/Handling amount15.Get it signed and Date!16.Fund-Org-Acct-Prog-Bank-Amount17.Attach Quote18.Attach Budget Status report (FGRBDSC)

Page 9: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WHERE TO FIND INFORMATION

Under Budget & Finance in mySiskiyous

• Budget Query• Fund List• Org List• Account List• Program Code List• Vendor List (S#)• How to Print Detail Reports (Coming Soon)• How to Print Budget Reports (Coming Soon)• How to Enter Budgets (Coming Soon)

Page 10: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

HOW TO PRINT BUDGET STATUS REPORT**COMPLETE DIRECTIONS ON MYSISKIYOUS– “HOW TO PRINT BUDGET REPORTS”

1. Go to Banner2. Type FGRBDSC in white box3. Follow directions below:

Page 11: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

• Highlight the account on the report• Verify there is an available balance for this PO

• If there is not an available balance• Then you must do a budget reclass

Page 12: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

BE AWARE OF YOUR BUDGET

BE RESPONSIBLE FOR YOUR BUDGET

BE KIND TO BUSINESS SERVICES AND MAKE SURE EVERYTHING IS COMPLETE

Page 13: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

NEED TO CHANGE A PO?VOID IT?CLOSE IT?

Fill out the

attached form

Page 14: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WE ARE WORKING ON THIS…STAY TUNED

• For now, please send Business Office an email or come see us to make any changes

• We will send out an email with the form when it is complete

• It will also be on mySiskiyous

Page 15: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WHEN YOUR INVOICE ARRIVES FOR A PO• Make sure you have received all the items on the invoice

• Write OK to pay

• Identify the PO #

• Final or partial payment

• Initial and date

• If the invoice is more than $250 for non-recurring, you must

have email authorization from your appropriate supervisor

and VP of Admin Services (attach email)

• Bring the invoice to the Business Office with any required

backup

• PLEASE DO NOT FILL OUT A PAYMENT VOUCHER FOR AN

INVOICE THAT BELONGS TO A PURCHASE ORDER

Page 16: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WANT TO KNOW THE BALANCE OF YOUR PO?

1. Go to mySiskiyous

2. Banner Self ServiceFinanceEncumbrance Query

3. Fill out QueryFiscal Year: 2020Encumbrance Status: AllCommitment Type: AllFiscal Period: 12Chart of Accounts: SFund: YOUR FundOrganization: YOUR Org

4. Submit Query

Page 17: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

5. Next screen shows all PO’s• Original PO Amount• Adjustments• Invoices Applied• Remaining Balance

Page 18: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

6. To see what activity has occurred to the PO• Click on the PO• Screen will show all activity for PO• Click on the PO in Document Code

Page 19: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

7. Purchase Order Information

Purchase Order Header• Requestor Info• Vendor Info

Purchase Order Commodities• Description of product/service• Quantity• Costs

Purchase Order Accounting• Fund-Org-Acct-Prog

Related Documents• Payments• InvoicesTo view an Invoice click on the invoice in the Document Code Section

Page 20: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

8. Invoice Information

Invoice Header• Vendor Invoice #• COS Purchase Order #• Invoice Date• Invoice Total

Invoice Commodities• Description• Quantity invoiced• Amount

Invoice Accounting• Fund• Org• Acct• Program• Bank

Related Documents• Check Date• Check #

Page 21: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

NEW PAYMENT VOUCHER FORM

New fillable form

Located on mySiskiyous

Employee Tab

Budget and Finance

Important Forms

Payment Voucher Link

** Cutoff for PV each week is Wed @ 5 pm

Page 22: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

FILLING IT OUT1. Vendor Name & Address

2. Vendor S#

3. Invoice Date

4. Invoice Number

5. Campus

6. Quantity

7. Description (See attached is not acceptable!)

8. Amount

9. Sales tax for your campus

10. Shipping/Handling amount

11. Get it signed and Date!

12. Fund-Org-Acct-Prog-Bank-Amount

13. Attach Invoice

14. Attach Email approval if required ($250 or more)

HOW TO FILL IT OUT

Page 23: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WHAT HAPPENS IF…

I need to adjust my

budget

OR

an invoice was coded to

the wrong Org or Acct

Page 24: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

BUDGET CHANGE REQUEST FORM

New fillable form

Located on mySiskiyous

Employee Tab

Budget and Finance

Important Forms

Budget Change Link

Page 25: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

FILLING IT OUT1. Requester

2. Date

3. Fiscal Year

4. Reason

5. Fund-Org-Acct (No PROG needed)

6. Increase or Decrease Amount

7. Get it signed!

8. Attach Budget Status Report (FGRBDSC)

HOW TO FILL IT OUT

Page 26: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

EXPENDITURE RECLASSIFICATION FORM

New fillable form

Located on mySiskiyous

Employee Tab

Budget and Finance

Important Forms

Expenditure Reclassification Link

Page 27: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

FILLING IT OUT1. Requester

2. Date

3. Fiscal Year

4. Reason

5. Vendor, Invoice, Date, Amount

6. Fund-Org-Acct-Prog for incorrect posting

7. Decrease Amount

8. Fund-Org-Acct-Prog for correct posting

9. Increase Amount

10.Get it signed!

11.Attach Detail Report (FGRODTA)

12.If a Budget Change is needed to accommodate the expense reclass, please attach as well.

HOW TO FILL IT OUT

Page 28: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

WHAT HAPPENS IF MY FORM IS INCORRECT?

If your PO, PV, Budget Change, Expenditure Reclass, Travel Request/Advance, CalCard Stmt is missing something or incorrect…

• It will be returned to you with the attached note

• Correct the error and return to the department that rejected it

• It will then get back in the process for approval

Page 29: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

QUESTIONSWe are here to help. If you have any issues or questions, let us know!

Page 30: Purchasing Process - siskiyous.eduCalCard Purchases • If purchase is less than $250 –have your Area Administrator sign the request • If purchase is more than $250 –send an

YOU ARE NOW A SUPERSTAR!


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