Purchasing
Please refer to training materials shown below which link to the SMCCCD District Portal for detailed Banner and WebSMART guidance on how to initiate and complete procurement transactions.
Procedures
All purchases made with grant funds must adhere to SMCCCD purchasing policies, procedures and contracts requirements in addition to specific terms or restrictions that may be applicable to an award.
Software and Hardware Technology Purchases
Contract and Other Requirements
Procurement Card
When using a procurement card (procard) to make purchases, please follow the Procard
User's Guide, and Procard Document Management Procedures.
Procard User’s Guide
Procard Document Management Procedures
Procurement Card Overview - PowerPoint
Requisitions and Expense Forms
A requisition is an on-line form and goes through an on-line approval process originating from the requestor, through the Grant Administrator and College Business Office (CBO).
If you have insufficient funds to cover your purchase, initiate a Budget Transfer prior to initiating the requisition or purchase. This may require advance approval as noted above.
Prior approval is required by Administrative Services for expenditures charged to
the grant over $300 that will be reimbursed.
It is highly recommended to review the terms and allowable expenses that govern an award before authorizing a non-SMCCCD person to incur expenses in the expectation of being reimbursed. If you have any questions or clarifications on this topic or as they pertain to a specific award, please do not hesitate to contact Administrative Services team.
Expense Reimbursement Form for Non-SMCCCD Employees
Stipend vs. Salary
Conference Attendance and Travel
All travel must follow the District's conference and travel policies, and must be
approved in advance.
Board Policy 8.55 Conference Attendance and Travel
Administrative Procedure 8.55.1 Domestic Conference and Travel Expenses
Administrative Procedure 8.55.2 International Conference and Travel Expenses
Conference Forms
Conference Advance Form
Statement of Conference Expenses Form
Assets
The PD must maintain effective control over, and accountability for all funds, property
(Refer to §200.94 for definition of tangible personal property - For SMCCCD, this includes all non-inventoried
equipment and furniture purchased and charged to account 4511 and 4512) and assets
(Items charged to account 64XX). Assure that they are used solely for authorized purposes.
See §200.302 Financial Management and §200.303 Internal Controls.
SMCCCD maintains a “Fixed Asset System” and a physical inventory of all assets and
reconciliation with property records must occur every two years. Fixed Assets are
addressed in the General Purchasing Procedures (scroll to bottom).
District Purchasing Guidelines