Purchasing &

General Services

Business OfficeAA/FM Roundup April 2015

Division of FinanceVice President Mary Elizondo

Purchasing and General Services

Purchasing

Travel - Airfare

Car Rentals

Conference Registration

Purchasing Department Staff• Becky Cavazos, Director of Purchasing• Fernando Lamas, Asst Dir of Purchasing• Nashla Contreras, Admin Assistant• Irma Sierra, Secretary• Billy Langley, Senior Buyer• Deyadira Leal, Technical Buyer• Gil Cisneros, Contact Specialist• Danielle Barrera, Buyer• Estela Cantu, Buyer• Perla Mendoza, Buyer• Vanessa Solis, Buyer• Yvonne Barrera, Purchasing Asst• Connie Villalobos, Purchasing Asst• Claudia Quintanilla, Purchasing Tech• Diana Saenz, Purchasing Tech

Purchasing Authority 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 PurchasesPurchases 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.

Purchasing Department Compliance• South Texas College Policies and

Procedures• Texas Education Code• Government Code• Federal Circulars• Annual External Audits begin in August

through December covering: Purchasing, Contracts, Construction, Receiving, Fixed Assets and Physical Inventory.

• Internal Audits and Grant Audits

Travel Authorizations - Purchasing•Use a Travel Authorization Form/Travel and Expense for airfare for South Texas College employees.

• In-state travel must be approved by the employees’ Supervisor and Financial Manager

• Out of state travel must be approved by the employees’ Supervisor, Financial Manager and Division Vice President

• International travel must be approved by the employees’ Supervisor, Financial Manager, Division Vice President and College President.

• Paperwork cannot be processed without appropriate signature approvals.

•Non employee travel must be completed with an online Banner requisition.

Travel Authorizations – Purchasing continued

• Airfare pricing is volatile and not guaranteed.• Airfare is limited up to $1,000• Recommend online check starting at 24 hours

prior to flight

• Fax completed travel authorization forms to Purchasing (872-4688) to help assure pricing and expedite processing.

• Most flights are e-ticket and traveler receive final itinerary with a purchase order number via email directly from Purchasing.

Car Rentals

•All vehicle rentals require an online Banner requisition even if the reservation is booked through Shands• Not recommended if flight cancelled or flight

delayed

•Use EAN Holdings (Enterprise) A00464965 and mention corporate account #s to assure corporate pricing. • Enterprise: TXJ1080

Car Rentals - continued• In the requisition description field

line put: • Car Rental for (Name)

In Item Text include the following:

• Date(s) of the rental• Confirmation Number• Pick up location

Conference Registration• Travel and Expense Conference

Registration

• Include the following information

• Registration Forms which includes Name, Dates and Location

• Vendor W-9

• Registration Fees over $1,000 require the HR Promissory Note to be completed and approved.

Contact Us:

Purchasing – Pecan CampusPhone: 872-4681Fax: 872-4688

Questions