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Skidmore Authorized Purchases
There are three ways that Skidmore employees may purchase items from a vendor: Skidmore College VISA Purchasing Card (P-Card), Purchase Order (PO), or by Check Request. The College's preferred method for purchasing and payment is by P-Card. If purchases are in excess of the single transaction limit for your department's P-Card, please submit a purchase requisition to Purchasing Services for the items or services that you require. If purchases are within the single transaction limit for your department's P-Card, but the vendor does not accept VISA for payment, please submit a Check Request directly to Accounts Payable with supporting documentation attached. When placing orders directly with vendors, always remember to mention that Skidmore College is a Tax Exempt organization.
Please note that the Skidmore Tax Exempt form is to be used exclusively for Skidmore College authorized purchases. Under NO circumstances is the form to be used for personal purchases. Questions regarding the proper use of the form may be directed to our office.
Please refer to the P-Card Policy for the proper use of the Skidmore College VISA purchasing card (P-Card).
Purchase Order
A PO is only valid with the signature of the Director of Purchasing Services. The first step in obtaining a PO is to complete the Purchase Requisition form. Please be sure to fill out the entire form including the general ledger account number, date the item/service is needed, and recommended sources - if any. We strive to include recommended sources in competitive bids. The Purchasing Services department may also solicit bids from other vendors. Refer to Purchasing Process for additional PO information.
Check Request
A Check Request should be submitted directly to Accounts Payable for purchases within your department's P-Card single transaction limit, when the vendor does not accept VISA. If a Check Request is received in Accounts Payable for purchase amounts greater than your department's P-Card single transaction limit, the Check Request may be forwarded to Purchasing Services to be considered for competitive bid. Checks are processed each Thursday during regular business weeks. The deadline for submitting items to be included in the weekly check process is Tuesday at 4:30 pm. Checks requested to be picked up at the Accounts Payable window are made available after 2:00 pm each Thursday. Manual (Quick-Pay) checks may be requested to be issued on days other than Thursdays but require substantiation.
Risks
Do not enter into any purchase agreements without a valid Skidmore VISA number, PO, or check. If this process is deviated from there is a risk that the vendor will not be paid for their goods or services.
Purchasing Process
The Purchasing Team is available to assist and add value at any point in the following process. When a department decides it needs to make a purchase they must first determine if the purchase can be made with the P-Card. If so, the Preferred Vendor List should be referred to and the purchase may be made. If the P-Card process is not an option, a purchase requisition is to be completed and sent to Purchasing. We are always willing to assist you in completing a purchase requisition and finding a vendor.
BIDDING: Purchasing will then solicit bids if the requisition is over $5,000. We try to obtain a minimum of 3 bids. The department will be asked for input in reviewing the bids if there are Quality issues that can be hard to put a dollar value on.
ORDER PLACING: The vendor is then selected and either a PO is created or the Purchasing Department pays the vendor with their VISA card. The Purchasing Department then places the formal order with the vendor by mailing or faxing the PO or calling in the order with the VISA number. If a PO is generated, the requesting department will receive a Blue copy of the PO for their records.
RECEIVING: If you receive a Pink copy of the PO, this is the Receiver. Sign the receiver upon receipt of the goods and services in excellent condition and forward to the Purchasing Services Department. If there are problems with the goods or service DO NOT sign the receiver until the problem is resolved. The Purchasing Team is here to help resolve all problems. A signed Receiver means that the vendor will be paid when the invoice arrives.
INVOICING: Upon successful Receipt of the goods or services, the vendor will be paid when the invoice arrives in Accounts Payable. We ask all of our vendors to forward their invoices directly to Accounts Payable. If you receive an original invoice, please mail it to Accounts Payable immediately so that the invoice can be tracked to avoid loss of potential discounts for early payment. Skidmore can only pay from ORIGINAL invoices. FAXED copies are not acceptable.
