How To Make Purchases
The following links give access to our purchasing guide, HOW TO MAKE PURCHASES AT WESTERN STATE COLLEGE: A Guide to the Purchasing Process and Expending College Funds.
Access the entire document as one document or access individual chapters in separate documents.
Entire Guide
- Access entire HOW TO . . . Guide
Access individual chapters
Use the links below to view specific chapters.
- Delegated Purchasing Authority
- State Funds
- Organization
- Mission
OBTAIN PRIOR AUTHORITY FOR PURCHASING
- Authority
- Unauthorized Purchase
- Informal Commitment Over $3,000
- Available Funds
- Select a Vendor / Supplier / Source
- Requisition
- Purchase Order
- Receiving Process
- Payment
- Emergencies
FOB DEFINITION - SHIPPING TERMS OF SALE
- Title & Control of Goods
- Payment Term Variations
- Another Illustration of the Meaning of the Terms of Sale
BIDS REQUIRED FOR PURCHASES ABOVE $5,000
- BIDS - Bid Information and Distribution System
- Informal Bid / Documented Quote
- Formal Bid
- Request For Proposal
- Compatibility with or Matching Existing Equipment
- Only One in the World/Prototype
- Continuity
STATE PRICE AGREEMENTS - MANDATORY & PERMISSIVE
- Process
- What Can Be Prepaid
- What Cannot Be Prepaid
- Prepayment Documentation from the Vendor/Payee Is Required Before Payment Can Be Made
- Departmental Approval
- Prepare Your Order
- Faison/Corporate Express
- Boise Cascade
- Reconcile Delivered Items Immediately
- Back Orders
- Returns (Not to Be Replaced) / Rejections (To Be Replaced)
- Receiving Process
- Other State Price Agreements
FOOD SERVICE, CATERING, & FOOD SUPPLIES REQUESTS
- Campus Food Service Provider
- Requisitions
- Catering Services Guidelines
COMPUTER HARDWARE AND SOFTWARE
OFFICE
EQUIPMENT REPAIR AND MAINTENANCE
- Documented Authority
- Change Order Required
- Provide Clear and Complete Change Information
- Copy Center
- Off-campus Printing Coordination Services
- Computer Services
- Bookstore
OFFICIAL AND TRAINING FUNCTIONS
- Definitions
- Policy
- Uses
- May Not Be Used For:
- Purchase Order or Contract?
- How to Describe Services
- Personal Services Contract Process
- Personal Services After-the-fact Documentation
- Independent Contractor Verification
- Statewide Travel Management Program
- Travel Agencies
- Airfare (And Other Common Carrier Ticket Purchases)
- Individual Travel Credit Card - Diners Club
- Travel Advances
- Vehicle Rentals
- Lodging
- Reimbursable Travel Expenses
- Definitions
- Purchasing Cutoff
- Receiving Goods and Services
- Travel
- End of Year Clean-up