.:BUSINESS AFFAIRS >> PROCUREMENT POLICY:.

PROCUREMENT POLICY

Procurement Policy

Procurements for Jones County Junior College, whether purchases, rentals, leases, or other means of acquiring commodities and services, are made in accordance with the Mississippi State Code 1972 Annotated and the Procurement Manual developed and maintained by the State of Mississippi Department of Finance and Administration Office of Purchasing and Travel.  The Governing Board of the Junior College may adopt rules or restrictions regarding purchases which may be more strict but no less strict than the purchasing laws. 

1. The majority of JCJC purchases are facilitated through a purchase order.  In addition to being the official order of the Junior College, the purchase order is the mechanism by which funds are encumbered for subsequent payment.
1. Requisitions
1. To generate a purchase order, the requester must complete a requisition (see exhibit #) providing the name and address of the preferred vendor, name and department of the requester, 13-digit account number to be charged, quantity, unit of measure, description, unit price and total price of items or services to be acquired, reference to any corresponding bid, quote, EPL number, or state contract validating the purchase.
2. The Requester, Division Chair, and/or the appropriate Dean or Administrative Head must sign the requisition.  The requisition is then forwarded to the Accounting Office where the Dean of Business Affairs, Accountant, and Purchasing Director verify the validity of the purchase, budget availability, and compliance with state purchasing laws and guidelines.  It then receives final approval.
2. Purchase Orders
1. Requisitions are entered into the College’s financial software system.
2. Upon completing system processes, the purchase order is dispatched and printed (see exhibit #).
3. The Purchasing Office forwards the approved purchase order directly to the vendor via facsimile or the postal system.  However, if the requester specifically indicates the necessity to retrieve the purchase order, the Purchasing Office notifies them when it is available for pick up.
4. The original requisition and any accompanying documentation, including the facsimile transmission report and original purchase order, are kept on file in the Purchasing Office.
3. Dispatch Report
1. Daily reports are generated to notify requesters for whom a purchase order was disbursed.  The dispatch report lists the date, requester’s name and campus location.  Each purchase order is listed recording the number, vendor, quantity, unit of measure, item description, price, and corresponding accounting information.  (See exhibit #.)
2. Dispatch reports are forwarded to requesters via campus mail.
2. Small purchases may be made utilizing one of the College’s small purchase procurement cards under the terms and conditions of the Mississippi state contract by which the cards were issued.  

Goods are received through the Central Receiving Department.