Tag: Purchasing

Corporate Credit Card Instructions

MasterCard credit cards are available and provided to employees for the purpose of charging legitimate travel and entertainment expenses to the College. Cardholders should not use corporate credit cards to circumvent the Colleges purchasing function by charging for other than approved travel-related expenses unless previously approved by the VP of Finance/CFO.

Authorization to obtain a card must be through the VP of Finance/CFO. Although the card is issued in an individual’s name, it should be considered College property.

Complete details and more information may be obtained through the Business Services department.

Credit Card Expense Report Procedure

Once a month, Business Services receives an invoice from MasterCard for payment.  The cardholder will then submit an electronic expense report monthly via the website https://smartdata.jpmorgan.com.

Your monthly report is due to our office by the 5th business day of each month. This ensures us proper time to look them over and process them.

If your report has not been received by the due date, you will be contacted and notified of what charges you still need to submit. Your card privileges may be suspended until the proper paperwork has been received by the Business Services department. 

    Office Supplies & Other Supply Ordering Instructions

    Office Supplies

    Amazon and Staples Advantage are the College’s preferred vendors for office supplies. Staples offers pre-negotiated pricing for certain items. To order supplies, use the online Amazon or Staples ordering portal. If your department has not been given access, please contact Accounting Specialist – Purchasing and Assets in the Business Services department to set up an account. Orders are placed daily and are typically delivered the next business day or following day.

    Copy Paper, Envelopes, and Letterhead

    To request copy paper, CCS envelopes, or CCS letterhead, please email the Accounting Specialist – Purchasing and Assets in the Business Services department. If your department’s letterhead stock is running low, orders should be placed through Business Services.

    Business Cards

    Business cards are ordered through the Human Resources Department.

    Coffee and Water Supplies

    Coffee pods/packs, cups, sugar, tea, creamer, and other beverage supplies should be purchased using an approved departmental method and are intended for department-wide use.

    Water coolers are located strategically around campus. The College’s water vendor is Absopure, with deliveries made every other week. If additional water bottles are needed, please contact the Accounting Specialist – Purchasing and Assets in the Business Services department.

    Disposing of a College Owned Asset

    If a college owned asset becomes unusable and needs to be disposed please contact Business Services in writing with a description of the asset, the property tag number, and the reason for the disposal. The Business Services department must properly account for the disposal and remove the asset from our inventory system. If you have the physical tag, please send it to the Business Services Department.

    Selling A College Owned Asset

    Departments must obtain approval from the VP of Finance/CFO before selling any capital asset and notify the Business Services department. A detailed record of all assets sold must be maintained, including, the property tag number, serial number, description of the asset, sale amount, and name of the purchaser. Departments may not sell college-owned assets without permission.

    Reporting A Stolen College Owned Asset

    If you become aware of any college-owned asset that has been stolen or is noticed to be missing you must notify Campus Safety. A copy of the incident report will be provided to Business Services so that the asset can properly be accounted for and removed from our inventory system. Remember, the College has a fraud hotline (call 313.664.7998) that may be used to report stolen property while remaining anonymous.

    The policy in full can be found HERE.