A purchase order is a promise to pay for goods and services that is sent to a vendor in order to process an order before payment is received. A purchase order MUST be used to procure goods and services unless prior authorization has been obtained from the office of the Vice President of Administration and Finance or is travel and entertainment related. The VP of Administration and Finance must sign all capital purchase orders. Any purchases made by an employee without prior authorization may not be reimbursed!
Mastercard’s are available and provided to employees for the purpose of charging legitimate travel and entertainment expenses to the College. Cardholders should not use the 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 Administration and Finance. Authorization to obtain a card must be through the VP of Administration and Finance. 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.
The purchase requisition form is available on the public directory in the Business Services folder and on the office’s campus office page. This is an electronic form.
Credit applications are available from Business Services. It may be necessary to send a credit application to a new vendor so a PO will be accepted. If a new vendor requires the completion of their credit application, please contact the Business Services Department.
CCS is a non-profit organization and is tax-exempt. The College’s tax-exempt ID # is available from Business Services, as well as a tax-exempt letter. Business Services can provide a copy of a W-9 form, the Request for Taxpayer Identification and Certification if necessary.