Over the years, numerous procedures and policies have been established relative to the payment of goods, services and equipment received by the College. These functions will be performed according to Board policy, purchasing procedures and Illinois Compiled Statues, Chapter 110, Section 805/3-27.1, which sets forth the requirements for the use of competitive bidding by community colleges.
The purchase order system should be used whenever possible. This process has been designed to provide the necessary supplies, equipment and services to support the goals and objectives of your department while maintaining control over expenditures.
All purchase order requisites should originate with the department or cost center having the need for goods, services or equipment. A purchase order requisition form should be generated on the system and signed as per the signature schedule. The requisition should then be forwarded to the Purchasing Office for final approval and release for printing. Under our current system, the Purchasing Office will generate a purchase order after you properly enter the requisition into the system and secure the necessary signatures.
Every effort should be made to deliver the completed requisition to the Purchasing Office prior to noon to ensure a 24-hour turnaround.
The purchase order will then be distributed based on your disposition instructions. For additional information, please contact Purchasing Specialist, Laurie Czulno by e-mail or at (708) 210-5757.
When a purchase order has not been used, a check
request should be used to initiate payment. Typically,
check requests will be used to pay for services that are not easily procured by purchase orders i.e.: formal contracts,
invoices for professional services, rent, utilities,
small expenditures, etc. Whenever
possible, a purchase order should be used.
When a check request is used, it must be completed, and signed according to the signature schedule and sent to the Business and Accounting Office for processing. The original invoice and other supporting documentation must be attached to the check request. Quantities, extensions and additions should be checked on all invoices before being processed.
For travel, meetings, and mileage reimbursement, a travel expense report should be completed. More details are available in the Travel Policies and Procedures Guide.
Upon receipt of your check request and supporting documents, payment will be processed and will be made directly to the vendor following approval by the board of Trustees at their monthly meeting. For additional information, please contact Accounting Manager, Peggy Bette by e-mail or at (708) 596-2000 ext. 2218.
Disbursement through imprest or trust & agency funds require that a check request be completed and approved according to the signature schedule.
A separate check request should be used for each disbursement and supporting documents must be attached. Imprest payments are typically used to pay subscription invoices, freight bills, club expenses, payments to officials for athletic events, athletic team travel funds, travel advances, and conference registrations. Hotel reservations and automobile rentals are to be made though the purchase order process.
Please allow 48 hours for the processing of Imprest and Trust & Agency Fund request.
Because the imprest fund is limited, the maximum disbursement will be limited to $500. For additional information, please contact Financial Specialist, Irene Ramirez by e-mail or at (708) 596-2000 ext. 2214.
Reimbursements from petty cash require that
a petty cash voucher be filled out in ink and
approved by an authorized administrator. A separate voucher should
be used for each reimbursement and supporting
documents must be attached to the voucher. The payroll
department in Business & Accounting will handle these request
When an administrator or cost center director affixes their signature to a purchase order requisition, check request, or other request for disbursements, they are verifying that it is in accordance with Board policies, applicable laws, and that there are sufficient funds in the budget to cover the expenditure. The administration has the authority and responsibility to deny a disbursement if the expenditure does not conform to Board policies and applicable laws.
|Under $200||One Administrator|
|$201 to $2,000||Two Administrators or One VP/Treasurer/President|
|$2,001 to $14,999||Two Administrators or One VP/Treasurer and the President|
Companies or individuals desiring to sell goods and/or services
to the College shall from time to time, be required to furnish
information and complete forms relative to state and federal law.
This information shall be kept on file in the Business and Accounting
Office. Information to be furnished shall include, but not be