Purchasing Department

Vendors who are new to doing business with the College must fill out and submit a New Vendor Packet.  Out-of-State vendors require additional documentation.  

Requisitions are completed via Banner Finance. Banner is the main platform for ordering. Requestor Training and an approved Banner Request Form are required to gain access to Banner. 
 
Once training is complete, orders can be submitted via electronic request. When completing a requisitions be sure to:

1. Include the date of when order is needed
2. Ensure that all required Approvals for department/division are obtained. Keep in mind the following:
• All orders over $5,000 – Vice President
• All computer/technology-related orders over $200 – IT Department
3. If a price quote is received, list the sales rep and the date in the Document Text. 
4. For items requiring Board approval, include the Board approval date in the document text.
5. Always use the correct Commodity Code, then list additional information in the following order: manufacturer, make/model, size, color, vendor’s catalog no., and/or period of service.  For equipment purchases, reference the “Banner Requisition Guide”.
6. A Purchase Order is a contract with the vendor.  Any changes to that contract must be issued by Purchasing in writing in the form of a Change Order via email at purchasing@mtsac.edu.

Backup is required documentation that is connected to a requisition request. All Backup is stored in the campus’s centralized information platform called OnBase.   Backup can include quote, board approval, contract, justification form, or any other supporting documents.
Proof of competitive pricing is required for all purchases over $10,000 (including labor, taxes, and shipping).  To show proof use our “Quote Summary and Justification” form.

You may check the status of your requisition by signing into Banner and going to Document History (FOIDOCH) to search by the Requisition Number.  In the 'Document Type' field enter REQ or PO, tab to the Document Code field, enter the Requisition Number (R00xxxxx) or Purchase Order Number (P00xxxxx), and click GO. Check the status under “Status Description”.   
 
Note: You may access each document by clicking on the document number, selecting “Related” from the ribbon at top right. Select “Query Document [BY TYPE]” and click “Go”.
 
Looking for items? - If there is a Receiver Number in the Receiver column, but you have not yet received the items, contact the Central Receiving Department at (909) 274 - 4870 to request a status.

An emergency is defined as:

• A sudden, unforeseen event that disrupts classroom activity
• An unplanned condition that could pose a risk to persons or property

Remember:  Lack of planning is NOT an emergency.

However, we understand that things happen and orders must occasionally be expedited.  These situations require coordination between requesters, approvers, and the Purchasing Department.  Follow the steps below to ensure your order is successfully expedited.

1. Enter a Requisition in Banner.
2. Check the Approval Queue to see who is next to approve. To check the approval queue sign into Banner and go to FOAAINP. Contact each approver once the Requisition has reached his/her queue.  Follow this process all the way through the final approval by the Accounting Department.
3. Contact the Purchasing Department via email purchasing@mtsac.edu to notify that a Requisition needs expediting. Include Vendor Name and Requisition Number in email.  Remember to upload all supporting backup documentation to OnBase. 

You may request an increase or decrease by submitting a change order request to purchasing@mtsac.edu.  Include all the necessary information for the change. Once the change has been made by Purchasing, the PO will route through the approval queues, first the requestor’s department, then Accounting.  Accounting will not approve an increase if the funds are not available (NSF).  If sufficient funds are not available, a budget journal covering the increase must be processed.

Use Document Approval (FOAAINP) or Document Approval History (FOIAPPH). 
 
To see who needs to approve, in Banner, go to FOAAINP and enter the Requisition number (or Purchase Order number if a change order) in the Document field, then click GO.  The form sorts the approval queues (departments) in alphabetical order, not the order of required approval.  The requesting department’s approvals will be required first and Accounting’s approval last. Highlight a queue level line to see the approver listed below.  
 
To see approval history, in Banner, go to FOIAPPH, then enter the specific requisition number or Purchase Order/Change Sequence Number in the “Document Code” field and click GO.  A list of approval history is provided.

Supporting documents must be submitted to the Purchasing Department using a Requisition Cover Sheet.  A separate cover sheet must be used for each requisition and its correlating documents.  Supporting documents may be scanned and emailed to purchasing@mtsac.edu.  While scanned documents are the preferred method, you may also fax your documents to (909) 274 - 2025, or forward through campus mail.

You may delete an "incomplete" requisition by accessing the document through FPAREQN in Banner.  Type the requisition number in the blank field, then select "Go."  From the Requisition Entry: Requestor/Delivery Information screen, click the [Delete] button.  Repeat clicking the [Delete] button sequence once more, then click “OK.”

If your Requisition has been completed, but not final approved, you may pull the Requisition back to delete it.  To pull back a Requisition, type FOADOCU in Banner.  Once you are in FOADOCU, select "Go."  From there, select the Requisition you want to pull back so that the line is highlighted. Click on the "Deny Document" icon to the far right, which should be in red bold.  Close out of the FOADOCU page and go back to FPAREQN.  Then enter the Requisition number and complete the "Delete" sequence as explained above.

For a requisition: Up until the requisition is approved by Accounting, the requester may retrieve the requisition to make the revision using FOADOCU. Then go back to FPIREQN. Type requisition number and click GO.  After revising, tab entirely through the requisition to balance the (unseen) data tables.  If unbalanced, the requisition will show an 'A' in the NSF cell and will not be successfully approved.

For a purchase order: If the payment has not yet been made, you may request a PO change order to correct the error. Request a change order via purchasing@mtsac.edu. Include the PO number in subject line.  Once the change has been made, the purchase order change order (PO C/O) will route through the requesting department’s approvals, then Accounting’s approval.

For a paid expense: The requesting department’s budget manager will need to request a journal transfer in writing to Accounting (by email).  Please also provide the 'To' and 'From' account strings (fund, organization, account, and program numbers) on the request.

In Banner, go to FOIDOCH.  In 'Document Type,' enter PO, then “Document Code” type the PO number, and click GO.  If the check is in process, the invoice will show 'P' for Paid and the check number and status will be blank.  Once the check has been processed, the check number will be reported.  The Check Status includes:  Blank – not yet cashed; F – final reconciliation (cashed); and X – cancelled.  Cancellation of the check would apply to situations where the payment was no longer needed, or the check was stale dated (no longer negotiable).

Go to Detail Encumbrance Activity (FGIENCD).  Enter the specific SPO or PO number in the Encumbrance field.  Then, select “GO”. In the Item section (middle section), arrow down to see each item on PO, if applicable.  For each item, click on 'Next Block' to go to the Transaction section (bottom section).  Then, scroll through the transaction detail.  The last transaction entry will show the current remaining balance.

Ensure that the supporting documentation, as applicable per purchase, has been submitted to Purchasing/Accounts Payable.  Vendor invoices will be received by Accounts Payable and sent to the respective department manager for signature.  Please return the approved/signed invoice promptly to Accounts Payable.  Supporting documentation may include quotes, agreements, and/or Board approval.  

Supply SPOs are for items under $500 each and are typically opened for a fiscal year, and therefore will close at year-end.  However, if the fund balance has been used prior to year-end, the SPO will be closed with the last payment.  For more information, refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term.

Yes, you may enter a requisition in Banner.  Select a Foundation vendor, which are vendor numbers starting with the letter F.

To facilitate the process of tracking equipment items, proper accounting, and compliance with District practices, please use the following guidelines.  

1. Equipment must be ordered with a purchase requisition through the Banner System.
2. Equipment cannot be ordered with a standing order, purchased with Petty Cash or a P-Card.
3. Determine whether the item is classified as equipment or supplies. Contact Purchasing if unsure. 

Refer to the Banner Requisition Guide for more detail information. 

Refer to the Banner Requisition Guide and the Desk Reference for Account Codes for more detail information. 

All purchases related to technology equipment requires Information Technology approval.  Refer to the Banner Requisition Guide for more detail information.  Some examples of technology-related equipment are computers, printers, tablets, audio visual hardware, software, or cameras.  

A purchasing card or P-Card is a form of company credit card that allows goods and/or services, depending on the type of card, to be paid for without using the traditional purchasing process.  For more information on P-Cards, refer to Procurement Card User Guide.

Permanent employees who have passed their probationary period are eligible to receive a P-Card upon approval of their area President or Vice President, and the Vice President, Administrative Services.  Complete a 'Request for Issuance of Procurement Card' form. Once approved the request will be forwarded to the Purchasing Department.  Requestors will be asked to complete a training via POD Connect.

AB 5 is a bill the California Governor signed into law in September 2019 addressing employment status when a hiring entity claims that the person it hired is an independent contractor and must determine if workers in California are employees or independent contractors for purposes of the Labor Code, the Unemployment Insurance Code, and the Industrial Welfare Commission (IWC) wage orders. 
For more information on Independent Contractor versus employee, please visit: 
https://www.dir.ca.gov/dlse/faq_independentcontractor.htm

TIP: Vendors providing any type of service (piano tuners, mechanics, technicians, lecturers, performing artists, or consultants) are considered an Independent Contractor. Review vendor’s W-9 form, if a social security number is provided as tax ID number or if they are an individual/sole proprietor, a single-member LLC, or a Partnership, they are an Independent Contractor. 

Requestors must fill out an “Independent Contractor” form  and complete “Independent Contractor Request” form. Once approved by Human Resources the Department will complete a requisition request in Banner and upload required documents in OnBase. This agreement will need Board Approval. 

Monday:

• 1 Art Complex
• 2 Performing Arts
• 3 Gym 
• 4 Administration
• 6 LTC 
  
  

 Tuesday:

• 7 Science
• 8 Campus Café
• 10 Founders Hall
• 11 Science 
• 9A-D Student Svc 9E -Student Success Ctr.
• 67 A&B Health
• 45 Athletics
• 742 Stadium
  
  

Wednesday:

• 12 Ag Sciences
• 12A Foundation
• 13 Design Tech
• 23 IT
• 77 BTC
• 78 BTC
• 79 BTC
• 16E – Equity Ctr
• 9F
• 9G
  
  

Thursday:

• 26A, B & D
• 27 PE/Wellness
• 28 Tech.& Health
• 29 Central Plant
• 60 Science Lab
• 69 AIRC/Weld 
  
  

Friday:

• 40 Comm. Ed.
• 46 PE Offices
• Hort. Unit
• 30 
• 35 
• 47 Maintenance
• 61 Natural Sc./ Math
• 66 Language Ctr
• 70 CDC
• 73 CDC
  
  

Note: Delivery Schedules are subject to change due to facilities relocations.

The Warehouse welcomes in-person pickups between 8:00 am – 3:30 pm, if a requestor cannot wait for their scheduled delivery, contact the Warehouse at Ext. 4870.  Be ready to provide a purchase order number.

 The Warehouse stocks basic office, classroom, paper, and custodial supplies for use by the entire campus at no charge to department’s budget.

• Requests can be made on the Mt. SAC website under the Administrative Forms page, select “Warehouse” button.
• Orders will be delivered on next scheduled delivery day.
• Please order on an as-needed basis, stockpiling large quantities is not permitted.

 Any equipment or furniture no longer need, or that is broken beyond repair, must be properly disposed.  After determining there is no other need for the item on campus, the College uses three ways to dispose of surplus items:

• Donation to another educational institution or non-profit agency.
• Bulk sales through a liquidator auction firm.
• Online Auction through a liquidator auction firm.
  
  

Requirements: 

• Tag item(s) if it is still working.
• Tag item(s) if anyone is interested in having it donated.
• Donations require a letter from the interested party confirming their non­profit status as well as Board approval.  Contact Purchasing for further information.
• Submit an online work order using “School Dude” for the Warehouse to pick up item(s). Department Administrators have access to submit a request.

The Warehouse staff provides limited relocation services for the following:

• Moving furniture/equipment in a single office or classroom
• Setting up furniture for ACCESS students each semester 
  Removing surplus equipment and furniture to the Warehouse for disposal
  
  

To schedule a move or removal by Warehouse staff, please submit a work order via “School Dude” online system. 

Recently hired administrators can request a School Dude account via Facilities at (909) 274 - 4850.

1. Access School Dude: Go to login.schooldude.com and log in with name and password.
2. Complete all required fields in Step 1 and 2.
3. At Step 3, click on Warehouse.
4. Complete remaining Steps 4-8 and click submit.

The Warehouse will contact via e-mail or phone to set up a time for the work to be done. Moves are limited to a single classroom or office.  Relocating multiple rooms and/or buildings is done by professional movers.  Contact our Facilities Department at (909) 274 -  4850 to schedule a big move.