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  • About
    • Chancellor's Welcome
    • NOCCCD At A Glance
    • Mission, Vision, & Values
    • Directory
    • District-wide Planning
    • 2021-2030 Master Plan
    • District Governance
    • Accreditation
    • Our Campuses
    • North Orange Promise
    • NOCCCD Foundation
    • Organizational Chart
  • Board of Trustees
    • Biographies
    • Area Descriptions
    • Board Meeting Dates
    • Policies & Procedures
    • Meeting Agenda & Minutes
    • Addressing the Board
    • Board Compensation Report
    • Board Travel Report
    • Board Strategic Conversations
    • Coffee with the Chancellor
    • News From The Board
    • Contact Us
  • Departments
    • Accounting
    • Accounts Payable
    • Campus Safety
    • Chancellor's Office
    • Diversity and Compliance
    • Educational Services & Technology
    • Facilities
    • Fiscal Affairs
    • Human Resources
    • Information Services
    • Internal Audit
    • Payroll
    • Printing & Design
    • Public & Governmental Affairs
    • Purchasing
    • Risk Management
  • Employment
    • Why Work At NOCCCD?
    • How To Apply
    • Minimum Qualifications
    • Job Opportunities
    • Job Descriptions - Classified
    • Job Descriptions - Management
    • Job Descriptions - Confidential
    • Salary Schedules
    • Employee Benefits
    • Human Resources
  • Community
    • Vendors & Contractors
    • Bond Measure X
    • Bond Measure J
    • Calendars
    • Annual Report
    • News & Announcements
    • Community Programs
    • Coronavirus
  • Employees
    • Directory
    • District Governance
    • District-wide Planning
    • Equal Employment Opportunity Plan
    • Payroll
    • Professional Development
    • Service Awards
    • Union Contracts
    • Technology Support
    • Unlawful Discrimination, Harassment, and Sexual Assault/ Misconduct
    • Sexual Assault/Misconduct & Title IX
    • Worker's Comp
    • Emergency Preparedness
    • Coronavirus
Purchasing
Accounting
Accounts Payable
Campus Safety
Chancellor's Office
Diversity and Compliance
Educational Services & Technology
Facilities
Fiscal Affairs
Human Resources
Information Services
Internal Audit
Payroll
Printing & Design
Public & Governmental Affairs
Purchasing
Directory
Vendors & Contractors
Information for Staff
Risk Management

Purchasing

Information for Staff

Independent Contractor
District Approved Vendors
Purchasing Process
District-Wide Furniture Standards
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Office Solutions & Blanket Purchase Ordering Process
Requisition Process
Requisition Process

Requisitions are internal electronic forms that are used by NOCCCD to establish purchase descriptions, price, method of funding, etc. A requisition is not a purchase order and, thus, cannot be sent to the vendor to procure products and/or services. Do not place an order, promise an order, or otherwise authorize the purchase of goods or services without a purchase order. This may make you personally liable for payment to the vendor.

Detailed, on-line requisitions are submitted by the requesting department with all the proper approvals. Any supporting documentation, such as quotes, proposals, order forms, etc., must be sent to Purchasing.

The steps to process a requisition are:

  • Data Entry - Requesting department prepares a requisition (RQ). The RQ should include the proposed vendor, full description of item or service, unit of measure, quantity, price, model, brand, size, color and delivery location.
    • The appropriate commodity code must be used in order to assign the correct Buyer to the RQ.  (Please see: Buyer Assignments).
  • Formatting - Please follow the following format when creating the RQ:
    • Document Text - This section is only to be used to input vendor information (representative name, phone number, address), quote information, and justification of RQ.
    • Item Text - please include the following information for each item or service:
      • Name of the item/service
      • Description
      • Item or Part Number/Model
      • Dates of Service (for service related RQs)
      • Authorized Signatures (to be located on the last line of the last commodity item)
    • Commodity lines - each individual item will need to have it's own individual line item.  In the event that the single item is made up of multiple items, you may use one commodity line and list the accompanying items accordingly.
    • Shipping Information - Should be input on the "SHIP TO" page.
      • Please input the room number and receiving person's name into the "ATTENTION TO:" space.
      • Note: All RQ's from Cypress College must include building number.
  • Budget Approval - RQ is reviewed and approved by the Department Authorized Approver and the campus Budget Officer. RQ is then routed to District Accounting for approval. Note: information technology-related RQ is routed to District Information Services (IS) for approval
  • Source/PO Creation - Once approved, the RQ is routed to Purchasing to be processed into a PO. Copies of the PO are distributed as follows:
    • Original copy to vendor
    • Pink copy to A/P
    • Blue copy and supporting documentations are kept with Purchasing file

The time it takes to process a RQ to a PO depends upon how long it takes to go through the departmental approval path as well as on the complexity of the PO. Once the RQ has been approved by District Accounting, the requisition will appear in Banner as "Approved." The RQ must show a status of "Approved" in order for the Buyer to process the requisition into a PO.

Accounts Payable receives the invoice, verifies that the amount does not exceed the amount on the PO, makes a copy and forwards the original to the department manager for signature. If the invoice amount exceeds the PO, an RQ is needed for a change order to the PO in order for the invoice to be processed.

Note:
The District will allow the invoice to be greater than the PO amount provided that the difference does not exceed 10% of the PO amount and less than $250.00.

NORTH ORANGE COUNTY
COMMUNITY COLLEGE DISTRICT

© 2015 NOCCCD 
1830 W. Romneya Drive
Anaheim, CA 92801-1819
Phone: (714) 808-4500

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