TO: DDAS, OASIS Members
FROM: Purchasing and Contracts
DATE:
RE:
IMPORTANT INFORMATION about 2008-2009 Year-end Purchases
As you are well aware, the fiscal crisis in California is now impacting Ohlone College. New funding cuts and cash deferrals are being proposed almost daily. To minimize the consequences of reductions to our budget and strains on our cash flow, the District is implementing an early year-end cut-off of spending.
Due to this short time frame, you should consider more effectively utilizing the services of the procurement professionals in our Purchasing and Contracts Department. Requisitions received prior to the deadlines will be researched for best price, value, delivery, and terms.
You may not be aware that Purchasing and Contracts provides buying services through a network of local and national vendors who offer us wholesale or discount pricing. Not only do these vendors provide “commercial” grade products and lower prices, but also deliver these products directly to the district warehouse. Purchasing is also the department that assures compliance with a myriad of state and federal laws. Purchasing has the expertise to obtain the right products, at the right price, and at the right time.
Now, more than ever, it is very important to plan ahead with your purchasing needs. To be paid from the current-year budget, all purchases must be received prior to the fiscal year end. CalCard credit card purchases will be restricted to strictly pre-approved, emergency, and travel related activities.
With this in mind, the following guidelines have been established for the 2008-2009 fiscal year. Requests submitted after these dates without proper authorization will automatically be returned:
|
TYPE OF PURCHASE |
DEADLINE DATE |
|
New Equipment or Out-of-State Purchases |
|
|
Supply Purchases from Local Vendors |
February 20,2009 |
|
District Credit Card Purchases (Cal Card) |
|
|
Office Depot Orders |
|
|
Blanket Orders Closed |
|
|
Ohlone College Bookstore |
|
|
Reimbursement Requests (for purchases prior to 2/20) |
|
|
Conference and Travel Related Reimbursements |
|
|
Summer School Requisitions (from 08/09 budget) |
|
|
Exceptions: |
|
Grant funded acquisition where the funds rollover |
|
SSB equipment purchases from Bond or Grant funds |
|
|
|
Maintenance & Grounds “emergency” parts |
After the above
deadlines, if the need for materials or services is urgent in nature, a written
explanation will be required that includes a description and justification of
the need containing the remaining budget balance available to spend, authorization
by the division vice president, and approval by the budget office. This applies to credit card or reimbursement
purchases, as well. Otherwise, late requisitions may be processed
and charged to the 2009/10 fiscal year budget. There will be no budget or funding
roll-over from this year to the next, so please plan accordingly. Items received after June 30 will be charged
to the 2009/10 budget, regardless of when ordered. Be sure to acquire the appropriate vice
president approval prior to submitting any purchase request after the above
deadlines.
Please keep in mind the following:
District policy is that ALL purchases (except credit card), regardless of funding source, must be placed by the Purchasing Department with an approved Purchase Order. Orders placed without a valid district P.O. may be considered the personal obligation of the person placing the order. DO NOT PHONE IN ORDERS WITHOUT A P.O.
Reimbursements are intended to be for emergencies only. Purchases made using personal funds must be approved in advance by the budget manager and funds must be available in the appropriate budget. Reimbursements are subject to review and approval of Business Services for compliance with all District policies. Requests that do not meet these requirements will be rejected.
By State law, no purchase may exceed $76,700.00 including tax and shipping. Orders may not be split to avoid this limit. The district pays sales tax on all purchases, including to out-of-state vendors.
Services must be authorized on a District contract IN ADVANCE. A request for payment after the fact will not be accepted. District credit cards may not be used to pay for services.
All construction-type services must be placed through the Facilities Department. This includes painting, carpeting, repairs, fencing, etc.
Most Purchase Orders are automatically closed at the end of the year, without notice, if the order is not received. Reorder will be required in the next fiscal year. Contact Purchasing if an order is overdue. Notify the warehouse immediately if you receive merchandise directly from the vendor to ensure it is paid from the current fiscal year.
If you have questions, please visit the purchasing Policies and Procedures web page at http://purchasing.ohlone.edu/policies-procedures.htm or contact Mark Robbins or Cynthia Banuelos in the Purchasing and Contracts Department, extension 6127.