South Texas College Purchasing/Fixed Assets/Copy Center

1. South Texas College Purchasing/Fixed Assets/Copy Center Business Office AA Round Up August 2019

2. Banner Encumbrances • Banner Form: FGIOENC • Verify all encumbrances per organization in a list format • Check for encumbered requisitions and/or purchase orders • Contact Purchasing on encumbered pending requisitions • View the Balance on Open Purchase Orders • Review all encumbered Purchase Orders

3. Banner Encumbrances (cont.) • Encumbered Requisition(s) • Contact Buyer for status of the pending requisitions • Balance on Open Purchase Orders • Review the balance and contact Purchasing with an email to close • Encumbered Purchase Orders • Contact the Buyer for delivery status

4. Banner Assigned Buyer Using FOIDOCH to find the assigned Buyer • For Requisitions: • Using FRIREQN the requisition assigned buyer can be viewed using the tools tab and selecting “Commodity Accounting Information” option then select “Commodity Supplemental Information • For Purchase Orders: • Using FPIPURR the Buyer Code can be found on the first form

5. Purchase Order Assigned Buyer • Each Buyer is responsible for their own purchase orders. • We must begin closing out all encumbrances • All items must be received by August 30th • An email to the Buyer will close out any open encumbrances • All old completed, incomplete or not approved requisition(s) will be removed.

6. Purchasing Authority • South Texas College Board Policy 5200 • The Director of Purchasing is delegated the authority to act as an agent for the College in carrying out the purchasing activities of the College. The Director of Purchasing and other Purchasing Department employees are the only employees authorized to conduct purchasing duties under established guidelines. • Unauthorized Purchases Purchases made in violation of College policies and procedures shall be considered unauthorized. Any employee of the College shall be held personally responsible for payment of any unauthorized purchases made in the name of the College.

7. Purchasing Levels • $0 – below $10,000: One (1) written quote is required • $10,000 – below $50,000: Three (3) written quotes are required • $50,000 and above: Requires advertised solicitation or purchasing cooperative and Board of Trustees approval

8. Consultant Services • Signifies that this is an order for consultant services with a specific scope of work. • All consultant contracts require a W-9 form. • It must include an STC consultant contract • Under $1,000 short form (Financial Manager’s Signature only) • Over $1,000 long form (President’s Signature) • Vendor Questionnaire and Conflict of Interest Form

9. Software/License Purchases • Purchase Purpose/Justification and Benefit • Questions to include in Banner Document Text • If software downloaded to us? • Do we have to renew the use the software? • Do we have to access the vendor’s site to use the license? • Do we have to renew on some kind of basis to keep using the license? • Same questions used for foreign vendors • Please indicate if this purchase if a new purchase, a renewal or upgrade to an existing asset/software or license.

10. Car Rentals • Rentals must be done through an online Banner requisition even if use Travel and Expense • The state approved vendor is Enterprise Rent A Car (EAN Holdings A00338860). Online reservations require the corporate account TXJ1080 and pin “SOU” • In the requisition description/item text include: Employee Name(s), dates of rental, and the confirmation number. • In the requisition Document Text include: Name of Conference/Event, Purpose of the trip and location.

11. Copy Center Request • Online Copy Center Job Request available 24/7 to submit request copycenter@southtexascollege.edu

12. Banner FY20 Requisitions Banner FY2020 Requisitions may be entered on Tuesday, September 3rd

13. Fixed Assets Workflow • Auction/Surplus Assets: to transfer assets to Becky Cavazos for auction • Move/Setup Request: to request a employee move/relocation or to update an asset (custodial, location, or organization) by selecting asset only • Do not use the Banner/Argos/Workflow link

14. Fixed Assets Staff • Jerry Quintanilla, Distribution Manager Phone: 872-2780 Email: jerryq • Gracie Bargajas, Coordinator for Fixed Assets and Distribution Services Phone: 872-2787 Email: gbarajas • Marcos Perez, Fixed Assets Specialist Phone: 872-6176 Email: mperez151

15. Purchasing Department Staff • Becky Cavazos, Director of Purchasing • Fernando Lamas, Associate Dir of Purchasing • Nashla Saenz, Admin Assistant • Todd Nelson, Contract Mgr • Billy Langley, Senior Buyer • Deyadira Leal, Construction Buyer • Vanessa Campos, Technical Buyer • Danielle Barrera, Buyer • Estela Cantu, Buyer • Jacqueline Garcia, Buyer • Jose Garza, Buyer • Klarissa Cantu, Buyer • Gil Cisneros, Contract Specialist • Abril Villarreal, Purchasing Specialist • Yvonne Wilson, Purchasing Asst • Vacant, Purchasing Asst • Claudia Quintanilla, Purchasing Tech • Diana Saenz, Purchasing Tech

16. Purchasing Department • South Texas College Purchasing Department 3200 West Pecan Blvd Bldg N McAllen, TX 78501 Phone: (956) 872-4681 Fax: (956) 872-4688 email: stcpurchasing@southtexascollege.edu

17. Purchasing Department Questions Thank you