Procedures for Grant-funded Purchases

1. Project Coordinator should consult with Director of Business Services Ryan Aiken, ext. 1309, to receive guidance on how to go about purchase.

2. Project Coordinator and/or Admin Assistant prepares Purchase Requisition

3. Project Coordinator gives Purchase Requisition to Authorized Signer (typically the Project Coordinator’s Supervisor) for signature.

4. Project Coordinator then gives the Purchase Req. and copy of Quote to purchasing department. Depending on if a Purchase Order (PO) is needed by the vendor or not, the coordinator should follow these next steps (note: some vendors accept both credit cards and purchase orders. GCC would prefer to use a purchase order in most cases):

• If a Purchase Order is needed, the Purchase Req. and Quote should go to the Director of Business Services Ryan Aiken, ext. 1309.
  1. Director of Purchasing and Business Services searches for best vendor price where applicable by federal guidelines, then creates Purchase Order and emails to vendor.
  2. b. Copy of Purchase Order goes to Central Services, purchase is made.
• If a Purchase Order is not needed, the Purchase Req. and Quote should go to Bjorn Silva, ext. 1712.
• This is typically for orders from Amazon and Staples, or that can be placed via credit card.
• The Purchase Req. and Quote are approved by the purchasing department, purchase is made.

5. Item arrives and is delivered to Project Coordinator by Storekeeper; Project Coordinator signs invoice, which Storekeeper send to Director of Purchasing and Business Services.

6. Director of Purchasing and Business Services submits a signed invoice to College Accountant Jim Connelly, ext. 1304.

7. Business Office will draw down funds from the appropriate funding source. See Purchasing Office page for GCC Purchasing policies.