Purchasing Department

Vendors who are new to doing business with the College must fill out and submit aNew Vendor Packet．Out-of-State vendors require additional documentation.

Requisitions are completed viaBanner Finance．横幅是订购的主要平台。请求者培训和批准的横幅请求表格需要获得访问横幅。

Once training is complete, orders can be submitted via electronic request. When completing a requisitions be sure to:

1. Include the date of when order is needed
2. Ensure that all required Approvals for department/division are obtained. Keep in mind the following:
• All orders over $5,000 – Vice President
• All computer/technology-related orders over $200 – IT Department
3. If a price quote is received, list the sales rep and the date in the Document Text.
4. For items requiring Board approval, include the Board approval date in the document text.
5. Always use the correct Commodity Code, then list additional information in the following order: manufacturer, make/model, size, color, vendor’s catalog no., and/or period of service. For equipment purchases, reference the “Banner Requisition Guide”.
6. 采购订单是与供应商签订的合同。Any changes to that contract must be issued by Purchasing in writing in the form of a Change Order via email atpurchasing@mtsac.edu．

备份是连接到申请请求的必要文档。所有备份都存储在校园的集中信息平台OnBase中。备份文件可以包括报价、董事会批准、合同、证明表格或任何其他支持文件。
Proof of competitive pricing isrequiredfor all purchases over $10,000 (including labor, taxes, and shipping). To show proof use our “Quote Summary and Justification”形式。

您可以通过在Banner上签名，并进入文档历史(FOIDOCH)，根据“请购号”搜索来检查您的请购状态。在“文档类型”字段中输入REQ或PO，选择文档代码字段，输入请购编号(R00xxxxx)或采购订单编号(P00xxxxx)，然后单击GO。在“状态描述”下查看状态。

Note:You may access each document by clicking on the document number, selecting “Related” from the ribbon at top right. Select “Query Document [BY TYPE]” and click “Go”.

寻找物品吗?- If there is a Receiver Number in the Receiver column, but you have not yet received the items, contact the Central Receiving Department at(909) 274 - 4870to request a status.

An emergency is defined as:

• A sudden, unforeseen event that disrupts classroom activity
• An unplanned condition that could pose a risk to persons or property

Remember: Lack of planning is NOT an emergency.

However, we understand that things happen and orders must occasionally be expedited. These situations require coordination between requesters, approvers, and the Purchasing Department. Follow the steps below to ensure your order is successfully expedited.

1. 在Banner中输入一个请求。
2. Check the Approval Queue to see who is next to approve. To check the approval queue sign into Banner and go to FOAAINP. Contact each approver once the Requisition has reached his/her queue. Follow this process all the way through the final approval by the Accounting Department.
3. Contact the Purchasing Department via emailpurchasing@mtsac.eduto notify that a Requisition needs expediting. Include Vendor Name and Requisition Number in email. Remember to upload all supporting backup documentation to OnBase.

You may request an increase or decrease by submitting a change order request topurchasing@mtsac.edu．包括更改所需的所有信息。一旦Purchasing进行了更改，PO将通过审批队列，首先是请求者的部门，然后是Accounting。如果资金不可用，会计部将不会批准增加(NSF)。如果没有足够的资金，就必须处理一份预算日记账来支付增加的费用。

Use Document Approval (FOAAINP) or Document Approval History (FOIAPPH).

To see who needs to approve, in Banner, go to FOAAINP and enter the Requisition number (or Purchase Order number if a change order) in the Document field, then click GO. The form sorts the approval queues (departments) in alphabetical order, not the order of required approval. The requesting department’s approvals will be required first and Accounting’s approval last. Highlight a queue level line to see the approver listed below.

To see approval history, in Banner, go to FOIAPPH, then enter the specific requisition number or Purchase Order/Change Sequence Number in the “Document Code” field and click GO. A list of approval history is provided.

Supporting documents must be submitted to the Purchasing Department using a Requisition Cover Sheet. A separate cover sheet must be used for each requisition and its correlating documents. Supporting documents may be scanned and emailed topurchasing@mtsac.edu．While scanned documents are the preferred method, you may also fax your documents to(909) 274 - 2025或通过校园邮件转发。

You may delete an "incomplete" requisition by accessing the document through FPAREQN in Banner. Type the requisition number in the blank field, then select "Go." From the Requisition Entry: Requestor/Delivery Information screen, click the [Delete] button. Repeat clicking the [Delete] button sequence once more, then click “OK.”

If your Requisition has been completed, but not final approved, you may pull the Requisition back to delete it. To pull back a Requisition, type FOADOCU in Banner. Once you are in FOADOCU, select "Go." From there, select the Requisition you want to pull back so that the line is highlighted. Click on the "Deny Document" icon to the far right, which should be in red bold. Close out of the FOADOCU page and go back to FPAREQN. Then enter the Requisition number and complete the "Delete" sequence as explained above.

For a requisition:Up until the requisition is approved by Accounting, the requester may retrieve the requisition to make the revision using FOADOCU. Then go back to FPIREQN. Type requisition number and click GO. After revising, tab entirely through the requisition to balance the (unseen) data tables. If unbalanced, the requisition will show an 'A' in the NSF cell and will not be successfully approved.

For a purchase order:If the payment has not yet been made, you may request a PO change order to correct the error. Request a change order viapurchasing@mtsac.edu．在主题行中包括PO号。一旦进行了更改，采购订单更改订单(PO C/O)将通过请求部门的批准，然后是会计部门的批准。

For a paid expense:The requesting department’s budget manager will need to request a journal transfer in writing to Accounting (by email). Please also provide the 'To' and 'From' account strings (fund, organization, account, and program numbers) on the request.

在班纳，去FOIDOCH。在“文档类型”中输入PO，然后在“文档代码”中输入PO号，然后点击GO。如果支票正在进行中，发票上会显示“P”表示已付款，支票号和状态为空白。一旦支票被处理，支票号将被报告。支票状态包括:空白-尚未兑现;F -最终对账(兑现);X被消去了。Cancellation of the check would apply to situations where the payment was no longer needed, or the check was stale dated (no longer negotiable).

Go to Detail Encumbrance Activity (FGIENCD). Enter the specific SPO or PO number in the Encumbrance field. Then, select “GO”. In the Item section (middle section), arrow down to see each item on PO, if applicable. For each item, click on 'Next Block' to go to the Transaction section (bottom section). Then, scroll through the transaction detail. The last transaction entry will show the current remaining balance.

确保支持文件，适用于每一次采购，已提交采购/应付帐款。应付帐款将收到供应商发票并送交相关部门经理签字。请尽快将已批准/签署的发票交回应付帐款。支持文件可以包括报价、协议和/或董事会批准。

供应订单是针对每个500美元以下的项目，通常会在一个财政年度中打开，因此将在年底结束。但是，如果在年底之前使用了基金余额，则SPO将在最后一次付款时结束。For more information, refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term.

Yes, you may enter a requisition in Banner. Select a Foundation vendor, which are vendor numbers starting with the letter F.

To facilitate the process of tracking equipment items, proper accounting, and compliance with District practices, please use the following guidelines.

1. 设备必须通过旗帜系统与采购申请订购。
2. Equipment cannot be ordered with a standing order, purchased with Petty Cash or a P-Card.
3. Determine whether the item is classified as equipment or supplies. Contact Purchasing if unsure.

Refer to theBanner Requisition Guide获取更多详细信息。

Refer to theBanner Requisition Guideand theDesk Reference for Account Codes获取更多详细信息。

All purchases related to technology equipment requires Information Technology approval. Refer to theBanner Requisition Guide获取更多详细信息。Some examples of technology-related equipment are computers, printers, tablets, audio visual hardware, software, or cameras.

A purchasing card or P-Card is a form of company credit card that allows goods and/or services, depending on the type of card, to be paid for without using the traditional purchasing process. For more information on P-Cards, refer toProcurement Card User Guide．

Permanent employees who have passed their probationary period are eligible to receive a P-Card upon approval of their area President or Vice President, and the Vice President, Administrative Services. Complete a 'Request for Issuance of Procurement Card' form. Once approved the request will be forwarded to the Purchasing Department. Requestors will be asked to complete a training viaPOD Connect．

AB 5 is a bill the California Governor signed into law in September 2019 addressing employment status when a hiring entity claims that the person it hired is an independent contractor and must determine if workers in California are employees or independent contractors for purposes of the Labor Code, the Unemployment Insurance Code, and the Industrial Welfare Commission (IWC) wage orders.
For more information on Independent Contractor versus employee, please visit:
https://www.dir.ca.gov/dlse/faq_independentcontractor.htm

TIP:Vendors providing any type of service (piano tuners, mechanics, technicians, lecturers, performing artists, or consultants) are considered an Independent Contractor. Review vendor’s W-9 form, if a social security number is provided as tax ID number or if they are an individual/sole proprietor, a single-member LLC, or a Partnership, they are an Independent Contractor.

Requestors must fill out an “Independent Contractor” form and complete “Independent Contractor Request”形式。一旦人力资源部批准，部门将在Banner中完成一个申请请求，并在OnBase中上传所需的文件。This agreement will need Board Approval.

Monday:

• 1 Art Complex
• 2 Performing Arts
• 3 Gym
• 4 Administration
• 6 LTC
  
  

Tuesday:

• 7 Science
• 8 Campus Café
• 10 Founders Hall
• 11 Science
• 9A-D Student Svc 9E -Student Success Ctr.
• 67 A&B Health
• 45 Athletics
• 742 Stadium
  
  

Wednesday:

• 12 Ag Sciences
• 12A Foundation
• 13 Design Tech
• 23 IT
• 77 BTC
• 78 BTC
• 79 BTC
• 16E – Equity Ctr
• 9F
• 9G
  
  

Thursday:

• 26A, B & D
• 27 PE/Wellness
• 28 Tech.& Health
• 29 Central Plant
• 60 Science Lab
• 69 AIRC/Weld
  
  

Friday:

• 40 Comm. Ed.
• 46 PE Offices
• Hort. Unit
• 30
• 35
• 47 Maintenance
• 61 Natural Sc./ Math
• 66 Language Ctr
• 70 CDC
• 73 CDC
  
  

Note: Delivery Schedules are subject to change due to facilities relocations.

The Warehouse welcomes in-person pickups between 8:00 am – 3:30 pm, if a requestor cannot wait for their scheduled delivery, contact the Warehouse at Ext. 4870. Be ready to provide a purchase order number.

The Warehouse stocks basic office, classroom, paper, and custodial supplies for use by the entire campus at no charge to department’s budget.

• Requests can be made on the Mt. SAC website under theAdministrative Formspage, select “Warehouse” button.
• Orders will be delivered on next scheduled delivery day.
• Please order on an as-needed basis, stockpiling large quantities is not permitted.

任何不再需要的设备或家具，或损坏无法修复的，必须妥善处理。After determining there is no other need for the item on campus, the College uses three ways to dispose of surplus items:

• 二向其他教育机构或非牟利机构捐款。
• Bulk sales through a liquidator auction firm.
• Online Auction through a liquidator auction firm.
  
  

Requirements:

• 标记项目(s)，如果它仍然工作。
• Tag item(s) if anyone is interested in having it donated.
• 捐赠需要有利害关系方的一封信，确认其非营利地位以及董事会的批准。联系采购进一步信息。
• 使用“School Dude”提交一个在线工作订单，以便仓库提取物品。部门管理员可以提交请求。

The Warehouse staff provides limited relocation services for the following:

• Moving furniture/equipment in a single office or classroom
• Setting up furniture for ACCESS students each semester
  Removing surplus equipment and furniture to the Warehouse for disposal
  
  

如需安排仓库员工搬迁或搬迁，请通过“学友”在线系统提交工作单。

Recently hired administrators can request a School Dude account via Facilities at(909) 274 - 4850．

1. Access School Dude: Go tologin.schooldude.comand log in with name and password.
2. Complete all required fields in Step 1 and 2.
3. 在步骤3，单击Warehouse。
4. Complete remaining Steps 4-8 and click submit.

The Warehouse will contact via e-mail or phone to set up a time for the work to be done. Moves are limited to a single classroom or office. Relocating multiple rooms and/or buildings is done by professional movers. Contact our Facilities Department at(909) 274 - 4850to schedule a big move.