Policies, Procedures, and Educational Materials

The Department is governed by several state and federal laws and the following College Policies and Procedures:
Complete Board Bylaws, Board Policies and College Procedure
Board Policy 3.05.06 Conflict of Interest (PDF)
Board Policy 4.10.04 Contract & Procurement (PDF)
Procedure Services Agreement (PDF)
Procedure Purchasing Procedures (PDF)

Other Related Procedures:
Purchasing Process in Banner (PDF)
This document helps you understand most of the “screens” in Banner that you will need to use when entering a purchase requisition, or when checking how much money you have available before entering a requisition. It also explains some of the processes and rules we follow in the Purchasing & Contract Management Department. For a more detailed explanation, however, please reference Procedures and elsewhere on this page.

Copier Acquisition Guidelines (PDF)
This document helps you understand the process by which new copiers are leased, upgraded, repaired and even moved within your department or to another department. It also explains the process by which copier lease contracts are renewed and cancelled.

Educational Materials
The Financial & Administrative Operations Division, as part of the Effective Management Series, regularly offers a presentation on the general workings of some of its areas, including a short presentation on the importance of internal controls. The Budget Office; Purchasing & Contract Management; Property Management Controls and Shipping & Receiving; Data Payables, General Accounting; and the Bursar Services areas each regularly present general information on their respective area. Click here to see the presentation that pertains to Purchasing & Contract Management.

The Purchases Using the Sole Source Exception (PDF) is a presentation that was made to the College’s Cabinet Officers regarding the use of the sole source exception to the competitive procurement process. It includes important background and other information on the use of this exception. It also offers insight into how other Texas entities approached the use of this exception.

The Purchasing & Contract Management Department is providing annual training to staff to expand further on the topics covered in the Effective Management Series as follows:

The Purchasing Guidelines (PDF) presentation covers topics such as where to find commodity codes; what is the “best” commodity code to use; hints on how to search for commodity codes; when to enter requisitions, when to use petty cash or check requests; insights to why justification is required on requisitions/request for change order forms and what type of information to provide; what to do if you don’t know the amount of people who will be attending a catered event; what to do if you don’t know the sizes or colors for polo shirts that will be ordered; what to do if the vendor is not in Banner; why the vendor hasn’t been added to Banner; what is a line item requisition for goods; and tips on what to enter for the description of goods/services on a requisition.

The Banner Information (PDF) presentation covers the information that is required on a requisition; discusses the different Banner screens and their respective fields; how to search for a vendor; when to use the Document Text screen; how to search for commodity codes using Banner; what to enter in the Commodity/Accounting screen and its respective fields and how to continue the description of goods/services in the Procurement Text Entry screen; where to find the NSF Indicator; how to search for the Account Code in the Commodity/Accounting screen in the FOAPAL area; what indicators to verify before pressing the “complete” button in the Balancing and Completion Screen and what will display if the requisition was successfully completed; what is the equipment exception list; and what are the account codes as per the Capital vs. Expense Policy. The following supplemental handouts provide step-by-step information on Checking the Status of a Requisition and/or Tracking your Requisition (PDF); Requisition “How To” (PDF); and Requisition “Do Nots” (PDF).