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Purchasing Services is responsible for all purchases made on behalf of the college. The college has three types of orders available for departments to use: business credit cards, department purchase orders, and standard college purchase orders.
Credit Card Purchases ("P-Cards")
Institutional Procurement Cards, are issued to departments by College Finance. Credit cards were implemented to allow departments to make low dollar purchases easily, and with minimum processing expenses. Designated department budget authorities can use their department credit card for purchases. No single P-card purchase can exceed $2,500. Purchases are limited to materials and supplies budget accounts.Department Purchase Orders (DPO)
Department Purchase Orders are issued directly to suppliers by college departments. DPOs are used for single, non recuring purchases of $2,500 or less. DPOs are used for purchases with companies that do not accept credit cards or when departments are unable to participate in the P-card card system.Purchase Orders (PO)
Standard college purchase orders can be used for all purchases made by the college. Because of the high expense of processing POs, purchasing staff promote and encourage the use of credit cards and Department Purchase Orders whenever appropriate. Purchase orders require Purchasing's approval before goods and services are ordered.Change Orders
Any and all changes to a purchase (increases, decreases, and cancellations) shall be made by issuance of a college Change Order. Change Orders identify the purchase order number and describe clearly the changes being made.College Purchasing Thresholds
Before goods or services can be purchased the following procedures or process must be met:Purchases under $5,000 can be made at the discretion of college budget authorities.
Purchases of $5,000 or over, but under $50,000 require a minimum of three competitive Quotations, or may be exempted from the need for a competitive process by the Purchasing Director.
Purchases of $50,000 or greater must be formally Bid or may be exempted from the need for a competitive process by the President.
Purchases of $75,000 or greater must be formally Bid or may be exempted from the need for a competitive process by the Board of Education.
Limitation of Authority
Suppliers should only provide goods and services after acceptance of an authorized college order.Anytime a supplier provides goods and services to a college employee without receving a college order, the supplier accepts the probability of the college refusing to acknowledge the transaction and delaying and/or refusing to make payment. In order to insure appropriate college authority and prompt payment for goods and services the following procedure should be followed:
- Authorized college employee determines the price, delivery terms, and supplier for goods and/or services needed;
- The college employee provides the supplier with a credit card number, Department Purchase Order, or purchase order, signed by the Purchasing Director or designated college administrator;
- The supplier provides the goods or service; according to the agreed upon conditions;
- The supplier submits an invoice to the college (department name, college order number or credit card number shall be noted on the invoice).
If there is doubt as to the authority of any staff member to make purchases, supplier should contact Purchasing Services for approval.
Tax Exempt Status
Lane Community College is a public institution and is exempt from all federal, state, and local taxes. The college's tax exempt number is located on all college purchase order forms.FOB/Prepaid Delivery
All quotes and bids shall be submitted FOB LCC/prepaid, delivered. In the event the college agrees to pay the freight cost, the supplier shall prepay freight costs and add that cost to the invoice. College departments have been instructed to refuse collect shipments. Even though the college may agree to pay freight charges, the supplier still retains the responsibility of seeing that the goods are delivered in a condition acceptable to the college.Standard College Terms
Lane Community College's standard contract terms, as required by law, are an integral part of every purchase order issued by the college. Standard terms are shown elsewhere on this websiteHow the College Pays
DELIVERY:Under normal circumstances, the college does not issue payment until the item is has been delivered to the correct location and accepted as being in appropriate condition and in compliance with the order.
INVOICING:
The supplier shall submit invoices in duplicate for each order to: Lane Community College, Attention: College Finance, Accounts Payable, 4000 East 30th Avenue, Eugene, OR 97405. Invoices shall reference:
- College P-card number, Department Purchase Order, or Purchase Order number;
- Name of the college department requesting the goods or services;
- Complete description of goods or services provided;
- Quantity, unit prices and extensions;
- Discount terms;
- Invoice number and date of invoice.
- Suppliers name, address, telephone, fax and email numbers.
Payment is issued by College Finance in a timely manner. The general policy is to make no prepayments or accept C.O.D.'s. Payments are made within 30 days from receipt of invoice. If you have any questions concerning the payment of an invoice contact College Finance, Accounts Payable at (541) 463-5595.
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>> Return to Lane's Home Page >> Return to Purchasing Services Main Page >> Return to top of page Lane Community College - Purchasing Services - Building 3, Room 103 4000 East 30th Ave, Eugene, OR 97405 Ph. (541) 463-5574 - Fax: (541) 463-4174 Questions or comments regarding this website can be directed to baldwinb@lanecc.edu Revised 6/10/09 (llb) © 1996-present Lane Community College |
