Carroll Community College

Purchasing procedures

There are several ways to make purchases for your organization. The method you use depends on the nature of your purchase, the vendors policies and time frame. The following descriptions of each method should help you decide what is appropriate for your organization's needs.

• Purchase Orders: A purchase order (PO) is a guarantee of payment submitted to a vendor upon placing an order or receiving merchandise. The vendor then bills the college, referencing the PO number on the bill. The college pays the bill and charges it to the club's Student Government Organization (SGO) account. PO's take two weeks to process, and another two weeks after billing for the vendor to receive payment.
• Checks: If a vendor requires payment at the time the merchandise is delivered to the services rendered, an organization may submit a Check Request seven to ten days prior to the date the check is needed. A check request requires the signature of the Director of Student Life, Dean of Student Affairs, Vice President of Academic and Student Affairs and Executive Vice President of Administration. Check Requests should also be submitted when a vendor bills a club or someone is being reimbursed for incurring expenses on behalf of the club. Invoices and receipts should be attached to the check request and turned in to the Director of Student Life.
• Petty Cash: SGO maintains a small petty cash fund for incidental purchases. You can obtain petty cash up to $50 by filling out a Petty Cash Slip and getting a signature from the Director of Co-Curricular and First Year Programs. This can be redeemed at the Cashier's Office for reimbursements. Receipts for all purchases (and change, if applicable) must be given to the cashier immediately. All out-of-pocket expenses incurred by a student or advisor must be approved in advance.

Fundraisers

According to the SGO constitution, clubs and organizations may have fundraisers, provided they comply with the following:

1. A Fundraising Form must be completed and presented by a member of the club or organization at an SGO meeting before a fundraiser can be approved.
2. Monies generated must be used to benefit a club/organization activity or event in which the nature of the event/activity was approved by the SGO, but sufficient funds were not available or supplied. Or, monies generated will go to a charitable organization.

If any organization chooses to sponsor a bake sale, a health department permit must be obtained, and procedures for displaying all ingredients of home-made items must be followed. Contact the Director of Risk Management, Stevie Krumrine , for more information on this policy.