MCCB Employee-Handbook 2020

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QUICK PURCHASING GUIDE

Determine What I Need

 Do I have the budget for this purchase?  Funding: Will federal, grant or other funds be used on this purchase?  Do I have a similar need for this item or service in the future or might another department have a similar need?  What is my estimate for this item, service or work (Independent Cost Estimate/Quote)? The rule of thumb to use for Best Practices is anything over $500 get two competitive written quotes. This is to help you as well as me.  What account codes (Programs) will this purchase be charged to?  If this is an Information Technology (IT/hardware/software) the purchase must be coordinated and approved by the IT Department.  If this is a dues, membership or sponsorship, be sure to include the deadline for payment on your green requisition form. (PO may not be needed)  If this purchase includes food-related items, is the purchase appropriate for public funds (for example, is this a meeting with outside attendees and does the meeting last 2 hours before meal and 2 hours after meal). Food-related purchases are not an appropriate agency expense for events such as department staff meetings. All food purchases require additional forms.  Prepare Scope of Work/Specifications if this is a contract for services or large equipment purchases  Who does what (Roles and Responsibilities) within the scope of the contract and services rendered?  Does the State of Mississippi have a Contract in place that is required for this purchase?

Is this purchase less than $5,000? If no, go to next step.

 If yes, may I use a P-card for this non-repetitive purchase?  If yes, may I request a Purchase Order?  What tax do’s and don’ts should I know?

Is this purchase more than $5,000?

 How long will it take me to get my stuff? This should be an estimate to allow you and Finance plenty of time so as not to be a rushed situation. We will not pay for rushed shipping due to poor planning.  Is this a sole source or proprietary purchase greater than $5,000 with federal funds or greater than $5,000 without federal funds that cannot be competed? If yes, prepare sole source or proprietary memo and obtain required signatures.  Prepare requisition on green requisition for the purchase  Suggested Vendor given or No Vendor Selected  Budget/Account Codes or Program to be charged  Approval Route  Name of the Project Manager that Procurement and Contracts will communicate with for each purchase (if equipment is being purchased, name of employee who will be using the equipment)