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MISSISSIPPI COMMUNITY COLLEGE BOARD
POLICIES AND PROCEDURES MANUAL
Section 8:
Business Management
Title:
Purchasing Procedures - General
Initial Date of Adoption:
November 18, 1993
Reference:
Revision Date:
April 20, 2007; October 21, 2011
Code Number:
8.1
Page:
1 of 2
PURCHASING PROCEDURES - GENERAL
The State of Mississippi has adopted stringent controls on the procurement of goods and services. The Office of Purchasing and
Travel, Department of Finance and Administration, is responsible for supervising the procurement activities of all state agencies,
departments, and institutions. The Office of Purchasing and Travel's regulatory activities include the purchase of all
commodities, equipment, furniture, personal and real property, and construction and repairs. The purchasing regulations and
guidelines are included within the Mississippi Agency Accounting Policies and Procedures Manual, which serves as a reference
source for the Office.
To ensure compliance with state law, the MCCB has mandated that all purchases shall be made through the officially designated
department. In order to have a purchase made, the steps outlined in this manual must be followed. Any deviation from this
policy may result in a violation of the State Purchasing Law.
Request for Purchase
Whenever an employee wishes to have an item purchased, he or she must make the request on a Purchase Requisition. A properly
authorized Purchase Requisition shall initiate the purchase of services, commodities and equipment. (See MCCB Form 3.12.)
The item, quantity, requester's name and date, and the program to be charged must be completed on Form 3.12. Other
information such as the price and vendor are helpful.
A completed requisition should be given to the Director of Accounting for a signature as to the availability of funds. The Finance
Director will forward the Purchase Requisition to the Executive Director or designee for his signature of approval to initiate a
purchase order (if necessary). Once approved by the Executive Director, the requisition is given to the purchasing agent for the
agency.
The purchase of goods requested will be made after verifying the data and ensuring that the purchase will be in compliance with
all state and federal guidelines. The purchasing agent will determine the proper purchasing mechanism to comply with
guidelines and to ensure the most efficient means of delivery.
Purchase regulations are to be followed on all merchandise purchased. This includes purchasing from state contract, solicitation
of competitive bids and advertising. State law requires that written quotations are to be obtained on all items to be purchased
between $5,000 and $50,000 unless the items are on state contract. The MCCB requires that at least two quotes be obtained on
items less than $5,000, as a cost savings measure, unless the items are sole source or on state contract. When purchases exceed
$50,000, written bids are required which must be advertised for at least two weeks. Items which are on state contract are required
to be ordered from the state vendor unless an exemption is authorized by the Office of Purchasing and Travel, Department of
Finance and Administration.
The procurement of data processing equipment, software and services, and the procurement of telecommunications equipment,
systems and related services must follow the policies and procedures as set forth by the Information Technology Service (ITS).
A purchase order will not be processed without a properly authorized and completed purchase requisition. A purchase order will
be prepared when necessary by the purchasing agent. A copy of the purchase order will be transmitted to the requesting division
at the time it is mailed to the vendor; a copy will also be forwarded to the receiving clerk when appropriate. (Refer to Receiving
Goods below.)
A copy of the purchase order will be forwarded to the accounts payable processor to ensure that payment is properly made.
All communications with vendors, suppliers, etc., shall be made by or through the purchasing agent.
Sequentially numbered purchase orders are to be used and strictly accounted for by numbers.
No splitting of purchase orders or billings shall be made to avoid solicitation of bids or advertising for bids.
Any employee initiating the purchase of services, commodities and equipment without proper authorization and approval through
the purchase requisition and purchase order process may be held personally liable, and/or terminated.