1. South Texas College Purchasing Business Office AA Round Up
March 21, 2018

2. Deadlines
Capital Budget (Equipment, Software, etc.) – Monday, April 30th
Operating Budget (General Supplies) – Wednesday, May 30th
Grant Funded Organizations – 90 days prior to the end of the grant period

3. Banner Requisition Reminders
Please do not use all capital letters
Provide a complete justification for the purchase/service
Why is it needed, Who will benefit, What is it, When is the event (or period of time)
Uncheck the Document Accounting
Attention to: Name/Campus Building Room
Provide answers to questions when purchasing software
No “Zero Amount Line” add to item text of the line above
Open Purchase Order include in Item Text: Authorized Users and Period Needed
New vendor information in the document text should include: name, address, phone number or address
For Rental Cars provide in item text: driver’s name, rental dates and confirmation number (employee must have a valid drivers license)
Banner does not work with more than 99 requisition lines

4. Purchasing Department Staff
Becky Cavazos, Director of Purchasing
Fernando Lamas, Associate Dir of Purchasing
Nashla Saenz, Admin Assistant
Billy Langley, Senior Buyer
Deyadira Leal, Construction Buyer
Vanessa Campos, Technical Buyer
Danielle Barrera, Buyer
Estela Cantu, Buyer
Jacqueline Garcia, Buyer
Jose Garza, Buyer
Klarissa Cantu, Buyer
Yvonne Wilson, Purchasing Asst
Connie Villalobos, Purchasing Asst
Claudia Quintanilla, Purchasing Tech
Diana Saenz, Purchasing Tech
Gil Cisneros, Contract Specialist
Abril Villarreal, Purchasing Specialist

5. Purchasing Authority South Texas College Board Policy 5200
The Director of Purchasing is delegated the authority to act as an agent for the College in carrying out the purchasing activities of the College. The Director of Purchasing and other Purchasing Department employees are the only employees authorized to conduct purchasing duties under established guidelines.
Unauthorized Purchases
Purchases made in violation of College policies and procedures shall be considered unauthorized. Any employee of the College shall be held personally responsible for payment of any unauthorized purchases made in the name of the College.

6. Purchasing Compliance
South Texas College Board Policies and Department Procedures
Texas Education Code
Government Code
Federal Circulars
Annual External Audits begin in August through December covering: Purchasing, Contracts, Construction, Receiving, Fixed Assets and Physical Inventory.
Internal Audits and Grant Audits

7. Additional Approvals Computers/Printers and Software –
Lucio Gonzalez/Jamie Solis/Monica Trevino
STC Logo – Office of Public Relations
Audio Visual/Media Eqpt – Marie Evans
Furniture – Rick de la Garza
Facility Additions – George McCaleb

8. Purchasing Levels
$0 – below $10,000: One (1) written quote is required
$10,000 – below $50,000: Three (3) written quotes are required
$50,000 and above: Requires advertised solicitation or purchasing cooperative and Board of Trustees approval

9. Bid Process

10. Purchasing Cooperatives
Signifies that this is an order for a State of Texas Department of Information Resources (DIR), or Multiple Award Schedule (TXMAS) vendor.
National IPA (TCPN), TASB-Buyboard, TIPS, US Communities, etc. are some of the Board approved Purchasing Cooperatives.
All order over $50,000 must be Board approved.

11. Consultant Services
Signifies that this is an order for consultant services with a specific scope of work.
All consultant contracts require a W-9 form.
It must include an STC consultant contract
Under $1,000 short form (Financial Manager’s Signature only)
Over $1,000 long form (President’s Signature)
Vendor Questionnaire and Conflict of Interest Form

12. Food Purchases
Signifies the purchase or food or refreshments for an STC event.
The requisition must include:
Document Text: Event Name, Purpose of Event, Date/Period the Purchase Order is needed and Attendees
Item Text: a list of items to be purchased, date of the event, and list of authorized purchasers
The organization must be auxiliary.
Must include the meeting agenda and all participants
If a credit card is required it must be picked up at the Purchasing Department for the day and all invoices must be forwarded to Accounts Payable immediately.

13. Allowable/Unallowable Purchases
Please refer to the Business Office website at the link below:
office/forms/procedures/Allowable%20Expend itures%20Procedures.pdf

14. Car Rentals
Rentals must be done through an online Banner requisition even if use Travel and Expense
The state approved vendor is Enterprise Rent A Car (EAN Holdings A ). Online reservations require the corporate account TXJ1080 and pin “SOU”
In the requisition description/item text include: Employee Name(s), dates of rental, and the confirmation number.
In the requisition Document Text include: Name of Conference/Event, Purpose of the trip and location.

15. Return Missing Item Form
This form must be completed if an item needs to be returned or is missing.
Information required on the form: Contact Name/Phone, Purchase Order, PO Line item, and problem.
Remember that you only have 1-2 days to report any discrepancies with your order.

16. Return Missing Item Form continued
Fax return/missing item forms to the Purchasing Department via fax
Have the item ready to be picked up by the receiving department.
The Receiving Department will not pick up items without Purchasing Authorization.
Also get a signature for items being picked up.

17. Purchasing Department
South Texas College
Purchasing Department
3200 West Pecan Blvd Bldg N
McAllen, TX
Phone: (956)
Fax: (956)

18. Banner 9 Information
--Banner 9 Requisition Go Live Date: Thursday, May 31st --Banner 9 Requisition Training Will Begin: Monday, June 4th through Friday, June 8th Purchase Requisition Deadline: Wednesday, May 30th

19. Purchasing Department
Questions
Thank you