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Purchasing & General Services Business Office AA/FM Roundup April 2015 Division of Finance Vice President Mary Elizondo Purchasing and General Services Purchasing Travel - Airfare Car Rentals Conference Registration Purchasing Department Staff • • • • • • • • • • • • • • • Becky Cavazos, Director of Purchasing Fernando Lamas, Asst Dir of Purchasing Nashla Contreras, Admin Assistant Irma Sierra, Secretary Billy Langley, Senior Buyer Deyadira Leal, Technical Buyer Gil Cisneros, Contact Specialist Danielle Barrera, Buyer Estela Cantu, Buyer Perla Mendoza, Buyer Vanessa Solis, Buyer Yvonne Barrera, Purchasing Asst Connie Villalobos, Purchasing Asst Claudia Quintanilla, Purchasing Tech Diana Saenz, Purchasing Tech Purchasing Authority Board Policy 5200 The Director of Purchasing is delegated the authority to act as an agent for the College in carrying out the purchasing activities of the College. The Director of Purchasing and other Purchasing Department employees are the only employees authorized to conduct purchasing duties under established guidelines. Unauthorized Purchases Purchases made in violation of College policies and procedures shall be considered unauthorized. Any employee of the College shall be held personally responsible for payment of any unauthorized purchases made in the name of the College. Purchasing Department Compliance • South Texas College Policies and Procedures • Texas Education Code • Government Code • Federal Circulars • Annual External Audits begin in August through December covering: Purchasing, Contracts, Construction, Receiving, Fixed Assets and Physical Inventory. • Internal Audits and Grant Audits Travel Authorizations - Purchasing • Use a Travel Authorization Form/Travel and Expense for airfare for South Texas College employees. • In-state travel must be approved by the employees’ Supervisor and Financial Manager • Out of state travel must be approved by the employees’ Supervisor, Financial Manager and Division Vice President • International travel must be approved by the employees’ Supervisor, Financial Manager, Division Vice President and College President. • Paperwork cannot be processed without appropriate signature approvals. • Non employee travel must be completed with an online Banner requisition. Travel Authorizations – Purchasing continued • Airfare pricing is volatile and not guaranteed. • Airfare is limited up to $1,000 • Recommend online check starting at 24 hours prior to flight • Fax completed travel authorization forms to Purchasing (872-4688) to help assure pricing and expedite processing. • Most flights are e-ticket and traveler receive final itinerary with a purchase order number via email directly from Purchasing. Car Rentals • All vehicle rentals require an online Banner requisition even if the reservation is booked through Shands • Not recommended if flight cancelled or flight delayed • Use EAN Holdings (Enterprise) A00464965 and mention corporate account #s to assure corporate pricing. • Enterprise: TXJ1080 Car Rentals - continued • In the requisition description field line put: • Car Rental for (Name) In Item Text include the following: • Date(s) of the rental • Confirmation Number • Pick up location Conference Registration • Travel and Expense Conference Registration • Include the following information • Registration Forms which includes Name, Dates and Location • Vendor W-9 • Registration Fees over $1,000 require the HR Promissory Note to be completed and approved. Contact Us: Purchasing – Pecan Campus Phone: 872-4681 Fax: 872-4688 Questions