Albion

Purchasing is responsible for the purchase of all materials, supplies and services for the college, including furniture. The Purchasing Department serves the needs of the entire campus community. We are located in the Facilities Operations building. Please feel free to contact us at extension 0289 or via email to sclark @ albion.edu.

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The purchase of computer equipment and computer supplies should be directed to the IT Department.

Several college departments are members of associations that offer discounts with certain vendors. If there is an item that is also sold from a vendor that provides additional savings to the college, Purchasing will contact the department and discuss changing vendors.

A current vendor listing is available in Banner, screen FTMVEND. If you do not find a person or company in this listing please contact Purchasing for assistance. If you know that this is a first time use of a vendor, a W-9 is required before a requisition can be completed. Please ask that W-9’s be sent or faxed directly to Purchasing, fax number is 517-629-0598.

Office Max as the primary vendor for ordering office supplies. Please contact purchasing for access to online ordering.

PURCHASE REQUISITION

A purchase requisition is the departmental request to purchase goods and services. Purchase requisitions must be processed on line through ACIS, which is located on the college home page. An approved requisition authorizes Purchasing to buy goods and services against a specific college budget.

Please contact the Purchasing department to request access to ACIS for requisition posting. This requisition module is a product of Banner.

PURCHASE ORDER

A purchase order is the contract between the college and vendor. Purchasing will process an approved purchase requisition to a purchase order after the necessary approvals. The purchase order will be sent to the vendor unless specified otherwise by the department requestor.

A purchase order is needed when purchasing any goods or services and is the only means for payment to a vendor other than a direct pay. For guidelines for using direct pay is available in the Accounting folder on the college W drive.

STORAGE INVENTORY

There are items that the college stores as surplus inventory. This is generally furniture and office type supplies (trash cans, bulletin boards etc). If you or your department has a need for this type of item, please contact the purchasing office to see if it is available as a surplus item.

PROPERTY DISPOSAL

Policy: The Purchasing office is responsible for the disposal of surplus, obsolete and worn out equipment. All items acquired by the college, regardless of the department funding source, are generally considered college property and subject to the disposal procedures. Contact Purchasing to request removal of property or equipment.

*Computers and related equipment is the responsibility of IT.

SALE

Items that have a redeemable value, but are no longer needed by the college, may be sold. Purchasing will coordinate this activity, including advertising. The sale price will be determined by Purchasing. All sales are final, cash and carry and with no guarantee or warranty. Proceeds for any sale of surplus property will be deposited in a general revenue fund.

Computer Sale

The college will have a separate sale for computers that have been deemed obsolete by the IT Department. This sale will also be coordinated by the Purchasing Department. The same conditions apply as in the surplus sale. As approved by the Office of the President, 10% of the available computers for sale will be donated to The Albion Economic Development office and appropriated to a non-profit organization.