What is meant by "conflict of interest?"
To avoid misuse of tax-supported resources and inappropriate use of district resources for personal gain, ACC has implemented certain rules in the conduct of its business. This includes the restriction against contract awards for the purchase of personal property or services to any vendor where the contract would violate applicable
state laws or ACC Board of Trustees Policy. In general, ACC shall not do business
with any of its trustees, employees, or their respective spouses nor accept personal gifts from its vendors. See Board of Trustees Policy F-11 for additional information.
How do we
obtain multiple quotes for goods over $5,000 but less than $30,000?
Identify three potential vendors that can supply
the product you wish to requisition. Obtaining quotes from qualified small business, local and/or historically underutilized businesses is encouraged.
- Contact identified vendors and request written quotes for the product, quantitiy and delivery expectations desired. Requests for quotes for the same item(s) should be worded the same to each potential vendor. Shipments are expected to be F.O.B. Destination.
- Complete the PURC.008 Quotation Form with the results and forward to Purchasing along with written quotes received as requisition back-up.
- Purchasing has the authority to determine the best
value for your benefit and place funded order with selected vendor.
- Buyers can also obtain necessary quotes if you
provide detailed specifications for the
product you are requesting.
Sequential purchases are purchases of items made in multiple transactions over a period of time that ordinarily would
have been purchased in a single transaction. Purchasing items sequentially to avoid dollar restrictions is against state law for public purchasing.
commodities and how do I use them?
Commodities are marketable items of property
purchased, leased or otherwise obtained by ACC. Commodities
do not include goods or property purchased for resale. For efficiency, Buyers have been assigned specific classes of commodities to work with. If you need help with a specific type of purchase, consult the Commodity Assignments page for current assignments to quickly identify a Buyer or Purchasing Assistant that can help with your purchasing needs.
How do I find out more information about our budget, our assigned GL account and associated objects?
Finance & Budget annually publishes an updated Budget Manual online that provides valuable information on the budget process, account structures, guidelines and assigned budget authorities.
How can I find out our GL account balance?
Anyone with access to Purchasing system in Ellucian Colleague UI (aka Datatel) can
access the current status of their own GL account by viewing either of the following form screens.
- XS19 - Unpooled Budget Process. This report will display the current budget, actual expense totals, encumbrances and available balance for each object description assigned to your GL account. To access the report, enter XS19 in the upper left Form Search box of Colleague UI within the CF module. Enter the unit number, the location and current fiscal year as 4 digits (e.g., FY15 = 2015).
Budget and balance information will be displayed for the specific account. Select H or Hold for Output Device on the next screen, a separate browser window will open for the report.
- ACBL - GL Account Balance Inquiry. This form screen displays similar activity associated with specific objects within your GL account. This form screen can provide additional detail on certain purchasing activity including available balance for the specific GL account object description.
- LGLA - List GL Activity. This form screen reports any one of three activities associated with a GL accunt in a given year - actuals (paid items), budget, and encumbrances (in process).
the inquiry screens that I can use to research the stages of
my purchase requisitions?
The following inquiry form screens are useful to Enter the form acronym in the upper left Form Search box of Colleague UI . Then enter the assigned number for the specific form inquiry (e.g., requisition number, purchase order number, vendor account ID, etc.)
- RINQ - Requisition Inquiry. This screen displays the current status of a requisition created
for goods or service, including whether a purchase order (PO) or blanket purchase order (BPO) has been created for the approved requisition. If available, additional information on the status of the request can be obtained by clicking on the on the blue search box or deatiling into available field options.
- PINQ - Purchase Order Inquiry. This screen displays the purchase order created from
your requisition. It includes the requisition
number (REQ No.) used to create the PO. If any payment
has been made, that will be accessible on this screen as
well. Look for Vouchers. By clicking on the blue
search box, you can detail in to see more information.
- BINQ - Blanket PO Inquiry. Similar to PINQ but displays information on a blanket purchase order if issued instead of a purchase order. BPOs are generally issued when multiple purchasing transactions are anticipated from a single vendor against a single project or for services or supplies needed on an ongoing basis.
- VENI - Vendor Activity Inquiry. This screen displays the purchasing and payment history for the selected vendor. Associated requisitions, purchase orders, blanket purchase orders and voucher activity can be detailed for additional information. Excel reports can also be generated from this form screen.
the Payment of Provider Form?
The Payment of Provider Invoice form acts as an invoice and approval form for needed outside services costing $1,000 or less.
This form replaces the need for a separate agreement and invoice for services and allows for more efficient payment processing for certain low-dollar services. The Payment of Provider Invoice form is completed by the vendor and Budget Authority then submitted to Purchasing along with provider's completed IRS Form W-9 for further payment processing. If the vendor provides a separate invoice for their services, the invoice should be attached to the completed Payment of Provider Invoice form indicating Budget Authority approval (i.e., vendor signature is not required on form if separate invoice provided) then submitted to Purchasing. Examples of common services utilizing the Payment of Provider Invoice form include, but are not limited to, modeling services, purchase of student artwork, drama production services, and speaker fees. The Payment of Provider Invoice form can only be used with services costing $1,000 or less. Services anticipated to cost more than $1,000 require completion of a signed Service Agreement before services are initiated.