Administrative Regulation Title:  Purchasing Procedures

Regulation Number:  6.0.1

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Budget managers are expected to seek competitive and comparative pricing and options prior to procuring goods and services for the College. All purchases of computer equipment, software, consulting, training, or technical services hosting must be approved by the College President or appointed representative. All purchases must be processed through the Business Office.  The following forms are available on the Business Office shared public drive: requisitions, vouchers, and mileage and travel expense reimbursement forms.

Purchasing Procedures When Ordering Goods or Services

Purchases shall be completed following the procedures outlined below:

  1. Complete the purchase requisition form.
    1. Use the correct account number. If in doubt, check with the appropriate budget manager or the Business Office.
    2. Get appropriate signatures from:
      • Academics: Vice President of Student and Academic Services, Department Heads, appropriate budget manager.
      • Student Services: Vice President of Student and Academic Services, or appropriate budget manager.
      • Administration: President, Vice President of Administrative Services or appropriate budget manager.
      • Plant Operation & Maintenance: Physical Plant Director or Vice President of Administrative Services.
      • Athletics: Director of Athletics or Vice President of Student and Academic Services.
      • Activity Sponsors: Vice President of Student and Academic Services.
    3. Once purchase requisition is properly coded and signed, turn in to the Business Office.
  2. The Business Office will prepare and mail purchase orders. Special handling of purchase orders such as fax or telephone orders shall be completed by the person requesting the merchandise.
  3. When merchandise/services are received, the purchaser should verify that all merchandise/services are in good order, i.e., no shortages, damages or service is acceptable. Sign packing slip when available and return to Business Office.Damages and shortages on orders must be recorded on packing slips and/ or invoices. The purchaser shall deal directly with the vendor regarding damages and shortages. Notify the Business Office regarding the details of the arrangements.
  4. Upon receipt of the invoice, the Business Office will prepare a voucher for payment. The voucher must then be signed and dated by the purchaser certifying that the invoice is correct and all merchandise/service was provided as expected. Return voucher to the Business Office at which time payment will be made.
  5. Shipping items back to the vendor shall be done by the purchaser. The Business Office must be duly informed.

Purchasing Procedures for Charges to EWC Account 

  1. Purchases exceeding $200.00 will require prior written permission from the appropriate budget manager.
  2. Purchaser shall complete a voucher. The voucher may be presented to the merchant providing merchandise/service and filled out in full with the following information:

Required Vendor and Purchase Information

All claims for payment or reimbursement must contain the following information:

  1. Full Vendor name and address
  2. Description of merchandise/services
  3. Date of purchase
  4. Full cost of merchandise/services
  5. Signature of purchaser
  6. Proof of delivery
  7. Purchaser must designate department to which this merchandise or service will be charged. Vendor must record the EWC Department on their delivery or sales receipt.

Purchaser Reimbursement

Purchaser must fill out a voucher or reimbursement form in full, attach a receipt or sales ticket, and forward to the Business Office for reimbursement.

Travel Expenditures

For travel expense reimbursement, complete a travel expense form and get appropriate signatures.

  1. Per Diem may be used for meals, except for same-day travel (these rates are fully explained on the form). If per diem is used, receipts are not necessary.
  2. For other travel expenses and when per diem is not used, a detailed sales receipt from a merchant must accompany all requests for reimbursement. Requests must contain information specified in the Required Vendor and Purchase Information.
  3. Lodging expenses must be accompanied by a detailed receipt.
  4. AFIX ALL RECEIPTS and return with completed form.

EWC is generally exempt from Wyoming state sales tax. The tax exemption certificate is available on the Business Office public shared drive.

Budget Shortage Procedures

  1. In the case of an over-expenditure, discuss the situation with the appropriate budget manager to reallocate budgets within a department.
  2. Budget managers may need to consult with the appropriate Vice President to reallocate budgets among departments.
  3. A Vice President may need to consult with the President to reallocate budgets.

Bidding Procedures

Competitive bidding and comparative quotations may not be necessary when direct negotiations may best serve the needs of the College. The College may elect direct negotiations and enter into an open contract when deemed appropriate and at its discretion, and such contract shall not exceed three years. When such proposed purchasing is being recommended and the amount is $30,000 or more, the purchase shall be made only after specific Board approval.

When the amount is less than $30,000, purchases must have written approval of the Vice President of Administrative Services or President. In regard to both types of purchases, the election of direct negotiations must be made prior to bids being solicited.

When bids are solicited, solicitations shall be based on written specifications.

The College reserves the right to reject any or all bids or to waive any irregularities and informalities in the bidding process. Items for which bids must be obtained shall be described in the published call for bids by stating general requirements, and making detailed specifications available to prospective bidders at the college Business Office.

The Vice President of Administrative Services has the discretionary authority to approve expenditures that are less than $1,000. If the expenditure exceeds this limit, additional procedures must be followed:

a. Purchases over $1,000, but less than $10,000

A single purchase involving the expenditure of more than $1,000, but less than $10,000 shall be made after the Vice President of Administrative Services or appointed representative has requested three oral or written bids. If fewer than three bids are received, the purchase may be made without bids, but at the best obtainable price and best serves the needs of the College. In certain cases, the College may decide to advertise.

b. Purchases $10,000 or greater, but less than $30,000

A single purchase involving the expenditure of more than $10,000, but less than $30,000 shall be made after the Vice President of Administrative Services or appointed representative has requested three written bids. If fewer than three bids are received, the purchase may be made without bids, but at the best obtainable price and best serves the needs of the College. In certain cases, the College may decide to advertise.

c. Purchases $30,000 or greater

Single purchases equal to or exceeding $30,000 shall be made only after a call for competitive bids.

No contract shall be divided for the purpose of avoiding these provisions.

A “Request for Bids” advertisement shall be authorized by the Vice President of Administrative Services or appointed representative before publication. The advertisement shall be published at least one time in a newspaper of general circulation in the district. The date, time, and the location for the public opening of sealed bids shall be specified in the advertisement. The date of the bid opening shall be set to fall no sooner than five working days following the date of last publication.

Following the time specified for opening bids, a determination will be made by the President and Vice President of Administrative Services to the best qualified bid which meets specifications. All bids, along with the President’s and Vice President for Administrative Service’s determination of the best qualified bidder, shall be presented to the Board at the next regularly scheduled meeting. The purchase shall be made only after specific Board approval.

The College President will only make emergency expenditures after obtaining board approval.

Purchasing Computer Equipment, Software, Consulting, Training or Technical Services Hosting (i.e., Cloud)

The Computer Services Department shall determine uniform standards for the economical, efficient, and coordinated utilizations of computer equipment and software for general college use, which best serves the needs of the College. Competitive bidding and comparative quotations may not be necessary when direct negotiations have already been established for a period not to exceed three (3) years.

All purchases for computer equipment, software, consulting, training, or technical services hosting require approval from the College President or appointed representative and shall be coordinated by the Computer Services Department using the procedures outlined below:

  1. All requests for hardware or software must be approved and reviewed by Computer Services Department.
  2. The Computer Services Department will develop the written specifications and request bids for all purchases which require competitive bidding and comparative quotations according to the Bidding Procedures outlined above.
  3. The Computer Services Department will select the vendor who best serves the needs of the College and fits within the scope of the purchasing procedures outlined in this policy.
  4. Purchase requisitions for all computer equipment, software, consulting, e-f training, or technical services hosting shall be signed by the College President or appointed representative.
  5. The Computer Services Department will verify that all merchandise/services are in good order, sign packing slips when available, handle damages and shortages with the vendor, and sign and date vouchers.

Purchasing Insurance

Eastern Wyoming College will accept sealed proposals for the purchase of insurance coverage. This is done to assure that the College is providing the insurance coverage needed at the lowest possible price. The bidding process will be coordinated through the Business Office.

  1. Premiums are to be quoted for an Annual Period.
  2. An actual copy of the policy shall accompany each proposal with such exclusions, endorsements and standard conditions as are necessary to meet the requirement of these specifications with respect to required coverage.
  3. With respect to the liability coverage, it is understood that the “Insured” shall include:
    • Members of the Board of Trustees;
    • Trustees serving on other boards that primarily exist to serve other college purposes, such as joint powers, building authority, association, and others;
    • Any appointed official;
    • Any employee or authorized volunteer worker;
    • EWC Lancer Club;
    • Eastern Wyoming Arts Council;
    • Eastern Wyoming BOCES;
    • EWC Foundation;
    • Student Government, clubs, and organizations sponsored by EWC.
  4. If Wyoming State Insurance Laws change, appropriate adjustments would be required of the successful company.
  5. The College reserves the right to purchase insurance coverage that will be most satisfactory to the College. The Board of Trustees also reserves the right to reject any and all proposals and to waive informalities and irregularities in proposals received.`

Purchasing Art for Public Areas

Prior to purchasing or placing any art on EWC campuses, specific procedures shall be pre-approved in writing by the Vice President of Administrative Services or designee on a case-by-case basis as determined by the scope and nature of the proposed purchase, including, but not limited to, projects coming under W.S. 16-6-801, “Works of Art in Public Buildings.”

 

Original Adoption Date: 10/13/98

Revision Date(s): 11/8/05 (RF) (RF), 3/8/11, 2/11/14, 1/13/20

Date reviewed, no change: