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Rochester Community and Technical College - Rochester, Minnesota

Main Content:

RCTC Human Resources
RCTC Employee Handbook

 

PURCHASING/TRAVEL PROCEDURES

ENCUMBERING FUNDS

Funds must be encumbered prior to making an obligation through an authorized employee certifying that the accounting system shows sufficient allotment or encumbrance balance in the fund, allotment or appropriate to meet it. An expenditure or obligation authorized or incurred prior to encumbering funds is illegal and ineligible for payment until made valid and is in violation of M.S. 16lA.15, Subd 3. An employee authorizing or making the payment or taking part in it is liable to the state for the amount paid. A knowing violation of MS 16A.15 Subd 3 is just cause for the employee's removal. The state cannot agree to indemnify third parties or hold them harmless (MS 10.17; Minn. Const. Art XI, Sec. 1).

PURCHASE LIMITS/TERMS

Purchases between $1 - $2,000 will not require written quotes. The requester is encouraged to check, however, with more than one vendor before accepting one price.

Purchases over $2000 to $25,000 are required to have 2 or more written-signed quotes from the vendors before a purchase order can be processed. One or more written quote must be from a Targeted (TG) vendor or Economically Disadvantaged (ED) vendor if one is listed with the State of MN. Written quotes must accompany the requisition form.

Purchases over $25,000 must be done through the bidding process. This process will take place through the Purchasing Department.

We are required to use the M-contracts that were negotiated with MnSCU having a 20% or higher usage or the M-contracts that were established exclusively for MnSCU institutions until they expire. Purchases from $1.00 - $25,000 can be done through the use of a State M-contract without having to do bids.

We have subscribed to the State's Cooperative Purchasing Venture. This enables us to purchase goods and services under the terms of M-contracts established by the State of Minnesota. If items are on a M-contract and you choose not to use the contract vendor, then you must provide documentation (bids) that the named vendor is cheaper. If over $2,000.00, then signed quotes etc. are needed as indicated above.

We have also been given the opportunity to use the University of Minnesota's Mast Contracts Program for purchasing. The Purchasing Services Contract Book is available in the Purchasing Offices. This is an optional source and you are not required to use it.

MS 16A, Subd.1, prohibits the state from paying in advance. The state can only make prepayments for software or software maintenance contracts for state-owned or leased computer equipment, sole source maintenance agreements, exhibit space, subscription fees for newspapers and magazines and the Library of Congress.

PURCHASING PROCEDURE

 

  1. Requester fills out Requisition Form, keeps green copy and sends remaining to the appropriate Department Head or PCS request if using the MnSCU Purchasing Control System (PCs) requester enters items via the computer.
  2. Department Head approves the requisition and forwards it to the Purchasing Department.
  3. Purchasing Department processes and generates the purchase order.
  4. Purchasing sends original to vendor by mail unless otherwise requested by requester.
  5. Purchasing files blue requisition form in Cost Center file and sends the yellow and green (if still attached) to the president to view.
  6. President sends viewed requisitions to the appropriate Administrator who then forwards it to the original requester to be matched up with their green copy.
  7. Items(s) arrive at campus for request originator.
  8. Copy of packing slip is kept with item(s) and original is dated with the receive date and sent to the Accounts Payable Department to be filed with purchase order.
  9. Invoice is received and a copy is sent to the requester to approve for payment.
  10. If invoice is shipped to requester, it should be forwarded on to the Accounts Payable Department.
  11. Approved for payment invoices are to be returned within 2 days to the Accounts Payable Department for payment processing.
  12. If problems with shortage or damaged items, requester should contact the Purchasing Department.
  13. Invoice and packing slip arrives at the Accounts Payable Department where 3-way match is conducted and invoice is paid.
  14. Purchasing Department retains all documentation for audit purposes.

Supplies
Expenditures for all supplies which are actually or constructively consumed in the college's operation, including freight.

Equipment
Property (other than buildings and land) has a normal useful life expectancy exceeding two years and maintains its identity while in use. All equipment with a cost or value of $2,000.00 and over will be tagged with a State of MN inventory sticker.

Equipment with a cost or value of $500.00 - $1,999.99, which may be considered as a sensitive item, will be tagged with a State of MN inventory sticker. Some items that may be considered sensitive are: cameras, laser printers, microscopes and high tech computer peripherals.

PROFESSIONAL DEVELOPMENT/STAFF DEVELOPMENT FORMS

Faculty Professional Development Request forms can be obtained from the chair of the Faculty Development Committee for your respective faculty union (MCCFA or UTCE). Staff Development Request Forms for employees other than faculty can be obtained in the Human Resource Office.

REQUEST FOR APPROVAL TO INCUR SPECIAL EXPENSES

The special expense form is required by MnSCU and is an internal form. The Accounts Payable Department will pay a meal/refreshment invoice if the following items are attached. A Purchase Order must be completed in advance and presented to the food service vendor. Request for Approval to Incur Special Expenses must be completed and accurate. Invoice from food service, after the occurrence, must be sent to the Accounts Payable Department. Accounts Payable will send copy of invoice to requester to approve and return for payment processing.

TRAVEL REQUEST/STAFF ACTIVITY REQUEST

The Travel Request is a green three-part form. This needs to be completed before you attend your event and before Rochester Community and Technical College can pay any expenses.

The top half of the form is the request to be absent from campus, this is signed (approved by your immediate supervisor and the Dean of your area). If there are no travel expenses the activity still needs to be approved.

The bottom portion of the form is the actual approval for funding. On the left side include all costs involved: meals, lodging, registration fees, mileage whether a state or personal vehicle will be used, books, supplies, materials. On the right side indicate what cost center will be used to pay your expenses. If you are requesting staff development funding attach that form to the travel request when submitting it to your supervisor.

Once the activity and time off have been approved the supervisor will approve the funding if the funding is from one of their accounts, if not it will be forward to the appropriate supervisor. In turn, that supervisor will forward the request to the Business Office. The business office checks for approvals and sent the approved copies to the appropriate office.

Some vendors will accept purchase orders for lodging, registration and/or airfare; the business office can provide purchase orders for you, once all approved forms have been complete. Attach your request to your travel form or call the Business Office at ext. 7311 for further information.

After you have returned from your event, an Employee Expense Report needs to be submitted to receive reimbursement for authorized travel expenses. Attach receipts for all expenses except meals, taxi services, baggage handling, and parking meters, to the employee expense report form. For those required items without accompanied receipts, an Affidavit form needs to be completed

The Travel Request, Employee Expense Report, and Affidavit forms are available in the Business Office.

To request a state car: please contact Carol Naatz 280-2880, UCR campus or Margie Barrows 285-7210, Heintz Center.

 

 

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