The goal of the Purchasing Department is to obtain the highest possible quality of all supplies, services, and equipment at the lowest cost. In order to achieve this objective, consideration is given to the availability of delivery and stated requirements of the user. Competitive bids are required for all purchases over $5,000 and whenever practical on all other purchases. The Department routinely solicits bids for purchases over $1,500 to maximize savings potential.

The Purchasing Department adheres to the National Association of Educational Buyers Code of Ethics, a copy of which is posted in the Department. Only the Purchasing Department staff can obligate College funds, based on authorized Purchase Requisitions. No other person has the authority to authorize College purchases, unless specifically granted in writing by the President. The College does not accept responsibility for unauthorized purchases.

The Purchasing Cycle - A Step by Step Guide

1. Identify your needs. What do you want? When do you need the item? How much does it cost? Will your Student Government Association advisor and SGA Treasurer approve the purchase? Plan ahead! It is best to allow the maximum lead-time possible, preferably a minimum of three weeks. If you provide Purchasing with a realistic date needed, the Department can effectively schedule the purchase. Remember that orders over $1,500 are routinely prepared for bidding (2-3 weeks).

2. Complete a purchase requisition. Provide as much information as you know about the item. Be sure to include:

   • Vendor's name and address, including zip code.

   • Quantity. How many of the item will you need?

   • Units. For example, ea., lb., pkg., ctn., etc.

   • Unit Price. Price per each unit.

   • Total Price. Quantity x unit price.

3. Obtain the SGA advisor's signature on the requisition. The budget custodian is responsible for indicating source of funds for the purchase. Either you or your department chair/director should then forward the requisition to Purchasing. Retain the pink copy of the requisition for your reference.

   PC Hardware & Software Acquisition Policy

   • All hardware and software acquisitions for administrative departments must be approved by the Associate Vice President - Chief Information Technology Officer. In the Associate Vice President's absence the Associate Director can grant approval.

   • If the Assistant Director of Purchasing receives a purchase requisition without proper approval it will be returned to the originator.

   Administrative Computing PC Software Policy

   • All software located on all PC's in administrative offices must be licensed.

   • If Administrative Computing staff finds unlicensed software on a PC in an administrative office, the software will be removed.

   • All offices must run virus protection on their PC's in order to prevent viruses from spreading on campus.

   • Administrative Computing will support applications listed on the "Administrative Computing - Supported PC Software" list.

   • If a department wishes to purchase an application not on the approved list they must get approval from the Associate Vice President - Chief Information Technology Officer.

   • If a department purchases an application without approval, the Administrative Computing department will not support the application.

4. Purchasing staff reviews the requisition, verifies price, gets additional quotes or information as needed and releases a purchase order to the vendor. Purchasing returns the yellow copy of your requisition to the department chair/director indicating purchase order number and date of issue.

5. Vendor receives the college's purchase order and ships required materials to College. All shipments are labeled with Purchase Order number.

6. Packages are delivered through MassArt's Receiving Office. The Receiver matches packages to Purchase Orders, inspects contents, and inventories items if necessary. The Receiver arranges local delivery to appropriate department and obtains signatures verifying receipt of item(s).

7. In order to expedite payment to vendors, please remember to forward all receipts and invoices to the Purchasing department upon receipt.

Payment Request Procedures

A payment request form is used when you have an invoice in your possession. For MassArt purposes invoices are bills and receipts. You must submit an invoice as an attachment to the payment request form.

Note that three different uses are outlined on the form. The top portion of the form should be completed, regardless of the type of payment requested. The person requesting payment should complete the information for all areas except for authorization. The SGA Treasurer and Advisor then authorize the request by signing it and identifying the source of funds to be used.

1. Reimbursement up to $100:
   Attach the receipts and give a brief explanation of the nature of reimbursement and the amount being requested. The college does not reimburse for sales tax.

2. Payment for Artist/Lecturer:
   Attach an invoice from the person who performed the service. If the person does not have her/his own invoice, a copy of our standard invoice can be used. In either case we need a verifying signature from faculty member on the invoice, stating that work was performed.

   Please Note: If a check must be presented at the conclusion of a lecture or presentation, submit the Payment Request with a note of need. Be certain to include payment amount, date of service, hours of service, and type of service to be performed on the payment request. The person requesting payment will assume responsibility for obtaining a signed invoice from the artist/lecturer. This invoice must be forwarded to the Accounts Payable/Fiscal Affairs Office in a timely manner.

3. Payment for Memberships, Magazine Subscriptions, Etc.: Attach an invoice, registration form, or subscription notice to the Payment Request.

   Please Note: A Payment Request can also be used for expenses where a vendor will not accept a purchase order or when you already have an invoice in hand. It is always preferable for the College to issue a purchase order. It is standard business practice to pay for goods or services after they have been received.

   College Travel

   It is important to remember that PRIOR approval is required from the SGA Advisor for travel plans which exceed one day and one hundred dollars. If you are making airline and/or hotel arrangements with our travel vendor, Navigant Travel (617.864.3600), you must complete the following steps prior to any contact with the agency.

   1. Call to get our travel vendor to obtain pricing for travel. This is only a quote and should not be considered a reservation.

   2. Complete a Request for Travel Form. The SGA Advisor must sign this form. Forms are available in the Business Office or in the Purchasing Office.

   3. Complete a Purchase Requisition with a description of travel information, including travel itinerary and supporting documentation. The requisition must be submitted to the Purchasing office with the Request for Travel form. Requisitions that do not include a Request for Travel Form will be returned to the requisitioner!

   4. Upon submittal of your Purchase Requisition and Request for Travel Form, you will be assigned a confirmation number. You may then call our travel vendor to make your flight arrangements. Our travel vendor will ask you for your confirmation number when you call. They will not make any reservations without a confirmation number!

It is important that we adhere to our guidelines to ensure the College is in compliance with state requirements as well as ensuring ourselves that as department managers we have maintained appropriate oversight of our budget allocations and staff resources. If you have any questions on the travel process, please do not hesitate to contact April Smith or Linda Savage in the Purchasing Office. Thank you for your cooperation.

MassArt Supply and Bookstore Purchases

Please remember that in order to make purchases at the MassArt Supply & Bookstore you must submit a requisition to the purchasing department as you would for any other purchase. You may submit a requisition for a specific item or list of items, or for a specific dollar amount which will allow you to make purchases throughout the academic year. We suggest a blanket purchase order as it makes purchasing less cumbersome for everyone.

It is your responsibility to inform the MassArt Supply & Bookstore of persons authorized to purchase against your account. You should also keep track of your expenditures so that you do not exceed your maximum obligation. The bookstore will not provide account balances.

If you need any further information please contact April Smith at 617.879.7935.