Business Services

Purchasing Information

The following applies to all purchases:

• Purchases under $5,000 should be executed in the best interest of the college.  Staff should compare prices, vendors, and product/service options to assure financial resources are used in a responsible manner.
• Purchases over $5,000 require quotations unless a current state contract is utilized. The record to be retained must include the names of vendors providing quotes, amounts of quotations, and each successful quote signed and dated. Purchases over $5,000 must be prepared on forms approved by the system office.  If you estimate the purchase to be over $5000 you must contact the Purchasing Office for proper MNSCU procedures (733-5976). Use these forms for obtaining quotations:

Phone Quotation Form / Written Quotation Form

•  Purchases over $25,000 require sealed bids.  If you estimate the purchase to be over $25,000 you must contact the Purchasing Office for proper MNSCU procedures (733-5976).

There are additional purchasing requirements which are published in MNSCU Procedure 5.14.5, please contact purchasing if you have any questions regarding a purchase.

Purchase Orders:  Purchase orders are required to initiate a purchase of goods or services.  Purchase orders are created in ISRS beginning with the PC0031UG screen. If you do not have access to PC0031UG contact the purchasing office (733-5976).  If you do not know how to enter electronic purchase orders you may contact the purchasing office for instructions or have the divisional secretary assist you. Click this link for ISRS P.O. instructions 

Please provide complete information on the purchase order (who, what, where, when, etc?).  Your name should be included on the "Delivery terms" field.  Be sure to use the correct object code, if you are unsure contact the purchasing office.

Once the purchase order has been created in ISRS the following applies:

• The electronic purchase order is then viewed by the supervisor.
• The supervisor will approve or deny the purchase order.  Upon approval purchasing will review the purchase order for completeness and correctness.  You will be notified if any further action is required.
• Purchasing will generate the purchase order (paper).  The original (white copy) is forwarded to the vendor (if FAX is preferred please give FAX number).  A green copy is returned to the originator and a yellow copy to accounts payable.

Exceptions to the standard LSC purchase order:

1. Central Stores and/or the ISD 709 storeroom now accept the standard LSC purchase order.  Therefore, an alternate requisition form is no longer required.

2. When a vendor will not accept a purchase order the following procedure applies:

• Purchasing will obtain a statement from the vendor verifying the vendor will not accept State of Minnesota purchase orders.  Purchasing will determine if another other vendor can reasonably provide the product or service. 
• If purchasing deems no other vendor can provide the product or service purchasing may suggest the individual request use of the campus corporate Visa Card.
• Purchases approved for payment utilizing the campus Visa Card still require a purchase order using the LSC Corporate Visa Card as the vendor. Purchasing will attach the vendor statement to the purchase order when forwarding the approved purchase order to accounts payable. Accounts payable will process the payment to the credit card upon receipt of an invoice and/or confirmation that the charge has been placed.

3. All other exceptions must be approved by the Director of Business Services prior to creating an obligation.

Service Contracts:  Service contracts are required for non-tangible services such as consulting, writing, legal, educational, instructional, professional, and technical services.  Contact purchasing at 733-5976 to obtain contracts or with any questions regarding contracts.

Funds must be encumbered prior to making any obligation.   An expenditure or obligation authorized or incurred prior to encumbering funds is illegal and ineligible for payment until made valid and is in violation of M.S. 16A.15,Subd.3 (Exhibit C).  Any person authorizing or making the payment, or taking part in it, is liable to the state for the amount paid.  A knowing violation of M.S. 16A.15, Subd.3 is just cause for progressive discipline.

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