Chaffey College Purchasing | Department Resources

This web page has been created as a reference for the faculty and staff. It includes links, downloadable files and other information to help employees through the purchasing process.

What costs are considered in the $2,500 small purchase limit?

The $2,500 limit is for the price of goods only. Tax, shipping and other charges can be added to the $2,500 cost of goods and still be considered an LPO.

Who authorizes changes in POs or BPOs?

All changes to Purchase Orders must be authorized by Purchasing. Changes to Blanket Purchase Orders are made by the Buyer, provided that the total amount of the order (minus tax and shipping) does not exceed $2,500.

Where are price quotes and other backup sent?

Back-up materials (such as quotes or contracts) for purchases over $2,500 are forwarded to the Purchasing Department either by inter-campus mail or by FAX (909) 652-6704. Please include a note with back-up materials listing the corresponding requisition number, your name, and your phone number.

Do we pay tax?

The District pays sales tax to suppliers located in the State of California. The tax rate varies based upon the city in which the supplier is located. For purchases made to suppliers located out of state, the District pays sales tax directly to the State of California.

Can an order be placed before a PO or BPO is created?

Do not place an order, promise an order, or otherwise authorize the purchase of goods or services yourself without the proper documents such as an approved Blanket Purchase Order issued by Purchasing. This may make you personally liable for payment to the vendor.

Can price quotes be shared with other vendors?

Do not share price quotes from one vendor with other vendors. This is not legal with the rules of Chaffey College or state statutes. Only after a PO or BPO is issued can prices from other vendors be shared.

Can an order to one vendor be divided between two or more POs or BPOs?

It is against District policy as well as illegal to split orders in order to stay under certain dollar limits, subsequently lessening the competitive process.

Is there a reference list of object codes?

An online catalog listing object codes and their definitions is available on the Employee Resource Page of the Purchasing web site under "Additional Information."

Who pays the bills?

Payments to vendors are processed by the Accounts Payable department. Please forward all invoices to Accounts Payable so that payment can be processed. A/P processes payment from original invoices only.

Where can I learn more?

Classes and instructions for creating a requisition online using Datatel will be available in the upcoming months.

HOURS OF OPERATION

Purchasing Office

7:30AM-4:30PM

(909) 652-6701

Receiving Dock

8:00AM-4:00PM

(909) 652-6712

Intra-District Mail Delivery

8:00AM-10:30AM

Accounts Payable, Billing, & Invoicing