MCCB Employee Handbook 2019

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Receiving Goods

Once the Purchase Order has been processed and supplies or services ordered, a copy of the purchase order is to be delivered to the MCCB secretary/receptionist who shall serve as the Receiving Clerk. When supplies are delivered, the receiving clerk shall compare items listed on the purchase order to the actual supplies delivered as to item ordered, quantity, quality and color, etc. Claims are to be filed promptly for goods damaged in shipment. The Receiving Clerk must sign and date the Receiving Report and the matching purchase order, attach the delivery tickets to it, and submit all documentation to the MCCB purchasing agent. The purchasing agent will match all documents from the Receiving Clerk, as well as the invoice, with the original purchase order and will then pass all purchasing documentation on to the Accounting Assistant who will act as the Accounts Payable Clerk.

If the items delivered are not what was ordered or the goods are damaged, the shipment should be refused and the purchasing agent should be contacted.

Goods and services will not be accepted by the Receiving Clerk without an authorized purchase order being on file.

Payment Once supplies/equipment have been received, services rendered and an invoice received, a Payment Voucher shall be processed. Original invoices are to be matched with purchase orders and receiving reports before approval for payment is requested of the Executive Director or his/her designee. Proper invoice numbers should be reported on the payment voucher to ensure that duplicate payments are not made. Invoice computations and pricing are to be verified by the accounts payable clerk before approval for payment is requested. Payment vouchers are to be processed within three (3) working days of receipt of properly matched invoice.

Section 8: Business Management

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Purchasing Policy

Initial Date of Adoption: October 19, 1995 Revision Date: August 16, 2002, April 20, 2007

Reference:

Code Number: 8.2

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PURCHASING POLICY

The Mississippi Community College Board (MCCB) will adhere to all state purchasing laws, rules and regulations in accordance with Mississippi Code Ann., Section 31-7-13, the Mississippi Agency Accounting Policies and Procedures Manual and the Mississippi Procurement Manual. All purchases will be made within MCCB’s approved operating budget using agency- approved purchase requisition forms.

Purchases of more than $5,000 but not more than $50,000

The MCCB does hereby authorize the Executive Director, or his designee, to accept the lowest and best competitive written bid when the purchasing process involves an expenditure of more than five thousand dollars ($5,000.00) but not more than fifty thousand dollars ($50,000.00). .

Purchases of more than $50,000

When advertising and receiving bids for the purchase of items which involve an expenditure of more than fifty thousand dollars ($50,000.00), the MCCB does hereby authorize the Purchasing and Records Technician and other designees of the Executive Directors as its official agents to receive bids, to open bids, and to record and tabulate the bid quotes in an open proceeding as advertised by law. They shall file with the MCCB a full written report at the next official board meeting for acceptance or rejection.