Purchasing Department, Staff Frequently Asked Questions - Purchases
Volunteer State Community College | Business & Finance Division
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Please click below for answers to questions frequently asked about that particular topic.
Procard | Purchases | Bids
I would like to place an order that is over the bid limit, but the company indicates they are the only vendor who provides this item. May I make this purchase without going through the bid process?
Yes. This is a sole source purchase and must be put on a Requisition for Purchase with a letter from the company stating they are the sole source vendor for this item.
What is the purchase order limit?
The purchase order limit is $5,000.00.
What needs to accompany the Requisition for Purchase?
If there is an order form, please include with the requisition. If there is no backup documentation, please be sure to include the complete specifications, price, freight/shipping charges, and the vendor’s complete address.
I am in a hurry for this item, can the purchase order be faxed?
Yes, purchase orders can be faxed, but you need to provide the fax number, or at a minimum, the phone number.
Who has to approve my requisition?
Your department head, your applicable vice president, and the Vice President for Business and Finance. Please allow enough time for routing approval when forwarding a Requisition for Purchase.
What if payment has to be sent with my order?
A check request form must accompany your Requisition for Purchase if payment must be enclosed with your order.
What if you have done a purchase order for me and it should have been delivered by now?
You should attempt to get delivery information from the vendor. If you cannot get the necessary information, please contact the Purchasing & Contracts Office for assistance.
