College Order Process
Purchasing Services is responsible for all purchases made on behalf of
the college. The college has three types of orders available for departments
to use: business credit cards, department purchase orders, and standard
college purchase orders.
Credit
Card Purchases ("P-Cards")
Institutional Procurement Cards, are issued to departments by College Finance.
Credit cards were implemented to allow departments to make low dollar purchases
easily, and with minimum processing expenses. Designated department budget
authorities can use their department credit card for purchases. No single
P-card purchase can exceed $2,500. Purchases are limited to materials and
supplies budget accounts.
Department
Purchase Orders (DPO)
Department Purchase Orders are issued directly to suppliers by college
departments. DPOs are used for single, non recuring purchases of $2,500
or less. DPOs are used for purchases with companies that do not accept
credit cards or when departments are unable to participate in the P-card
card system.
Purchase
Orders (PO)
Standard college purchase orders can be used for all purchases made by
the college. Because of the high expense of processing POs, purchasing
staff promote and encourage the use of credit cards and Department Purchase
Orders whenever appropriate. Purchase orders require Purchasing's approval
before goods and services are ordered.
Change
Orders
Any and all changes to a purchase (increases, decreases, and cancellations)
shall be made by issuance of a college Change Order. Change Orders identify
the purchase order number and describe clearly the changes being made.
College
Purchasing Thresholds
Before goods or services can be purchased the following procedures or process
must be met:
Purchases under $5,000 can be made at the discretion of college budget
authorities.
Purchases of $5,000 or over, but under $50,000 require a minimum of
three competitive Quotations
, or may be exempted from the need for a competitive process by the Purchasing
Director.
Purchases of $50,000 or greater must be formally Bid
or may be exempted from the need for a competitive process by the President.
Purchases of $75,000 or greater must be formally Bid
or may be exempted from the need for a competitive process by the Board
of Education.
Limitation
of Authority
Suppliers should only provide goods and services after acceptance of an
authorized college order.
Anytime a supplier provides goods and services to a college employee
without receving a college order, the supplier accepts the probability
of the college refusing to acknowledge the transaction and delaying and/or
refusing to make payment. In order to insure appropriate college authority
and prompt payment for goods and services the following procedure should
be followed:
-
Authorized college employee determines the price, delivery terms, and supplier
for goods and/or services needed;
-
The college employee provides the supplier with a credit card number, Department
Purchase Order, or purchase order, signed by the Purchasing Director or
designated college administrator;
-
The supplier provides the goods or service; according to the agreed upon
conditions;
-
The supplier submits an invoice to the college (department name, college
order number or credit card number shall be noted on the invoice).
Some instances may occur whereby the order is placed by telephone; in such
cases the supplier should request the caller's name and department, as
well as a college credit card number or purchase order number. It is also
the supplier's responsibility to clarify all costs, including freight,
delivery, etc. Not to do so may cause delays in payment.
If there is doubt as to the authority of any staff member to make purchases,
supplier should contact Purchasing Services for approval.
Tax
Exempt Status
Lane Community College is a public institution and is exempt from all federal,
state, and local taxes. The college's tax exempt number is located on all
college purchase order forms.
FOB/Prepaid
Delivery
All quotes and bids shall be submitted FOB LCC/prepaid, delivered.
In the event the college agrees to pay the freight cost, the supplier shall
prepay freight costs and add that cost to the invoice. College departments
have been instructed to refuse collect shipments. Even though the college
may agree to pay freight charges, the supplier still retains the responsibility
of seeing that the goods are delivered in a condition acceptable to the
college.
Standard
College Terms
Lane Community College's standard contract terms, as required by law, are
an integral part of every purchase order issued by the college. Standard
terms are shown elsewhere on this website
How
the College Pays
DELIVERY:
Under normal circumstances, the college does not issue payment until
the item is has been delivered to the correct location and accepted as
being in appropriate condition and in compliance with the order.
INVOICING:
The supplier shall submit invoices in duplicate for each order to: Lane
Community College, Attention: College Finance, Accounts Payable, 4000 East
30th Avenue, Eugene, OR 97405. Invoices shall reference:
-
College P-card number, Department Purchase Order, or Purchase Order number;
-
Name of the college department requesting the goods or services;
-
Complete description of goods or services provided;
-
Quantity, unit prices and extensions;
-
Discount terms;
-
Invoice number and date of invoice.
-
Suppliers name, address, telephone, fax and email numbers.
PAYMENT:
Payment is issued by College Finance in a timely manner. The general
policy is to make no prepayments or accept C.O.D.'s. Payments are made
within 30 days from receipt of invoice. If you have any questions concerning
the payment of an invoice contact College Finance, Accounts Payable at
(541) 463-5595.
Return to Lane's
Home Page | Purchasing
Services' Page
Lane Community
College, Purchasing Services
4000 East 30th Avenue, Eugene, OR 97405
Phone: (541) 463-5208 Fax: (541) 463-4174
Please direct
inquiries about Purchasing to: Bob
Baldwin
Revised 7/15/04 (llb)
© 1996-present Lane Community College
