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Purchasing/Accounts Payable

Name Contact Responsibilities
Marilou Fragata
Accounts Payable Specialist
415.883.2211 ext. 8165
Marilou.Fragata@marin.edu
A/P Vendors A - K
Francisco Aviles
Accounts Payable Specialist
415.883.2211 ext. 8166
Francisco.Aviles@marin.edu
A/P Vendors L - Z
Theo Sedie
Accounts Payable Specialist
415.883.2211 ext. 8169
Theo.Sedie@marin.edu
A/P Bond/Modernization
David Erlenheim
Buyer
415.883.2211 ext. 8162
David.Erlenheim@marin.edu
District Purchasing
Michelle Greitzer
Senior Accountant
415.883.2211 ext. 8161
Michelle.Greitzer@marin.edu
Purchasing  and Accounts
Payable Supervision

Purchasing/Accounts Payable Overview

The Fiscal Services' purchasing functions include several important responsibilities.  In accordance with District Policy, purchasing activities include ensuring responsible stewardship of available resources, safeguarding District assets, maintaining internal controls, and assistance in meeting District fiscal objectives.  In compliance with state laws and pertinent regulations, our purchasing processes follow the California Education Code and Public Contract Code, in addition to Board Policies and Administrative Procedures.  Purchasing is also responsible for compliance with the Americans with Disabilities Acts and adherence to grant restrictions for federal funds.

Accounts Payable (A/P) processes the District’s disbursements.  A/P works in coordination with Purchasing to assist in the process of procuring and ultimately paying for purchases of materials, supplies, equipment, contract and other services.

Purchasing Matrix - New!

Marin Community College District Purchasing Matrix (printable)

GENERAL PURPOSE PURCHASES6
 
TYPE OF PURCHASE
TOTAL AMOUNT
OF PURCHASE
QUOTE OR SOLICITATION REQUIREMENTS
SIGNATURE AUTHORITY
PURCHASE OR CONTRACT TYPE
1.
Minor Purchases: products, materials, supplies, (non-consultant) maintenance/repairs and services.
$1
to
$1,000
Not required. VP of College Operations or Dir. Fiscal Services Paid via CAL-Card by the purchasing cardholder or paid via Check Request by Accounting
2.
Minor Purchases: products, materials, supplies, (non-consultant) maintenance/repairs and services.
$1,001
to
$10,000
One documented written or catalog quote.The District Buyer reserves the right to change vendors if it is determined a more fiscally responsible option is available VP of College Operations or Dir. Fiscal Services Purchase Order generated by Purchasing Department to encumber funds.
3.
Major Purchases: products, equipment, supplies, (non-consultant) maintenance/repairs and services.
$10,001
to
Statutory
bid
limit
At least 3 written price quotations.
If only one vendor,
provide sole source justification
Superintendent/President
or Vice President College Operations
Purchase Order generated by Purchasing Department to encumber funds
4.
Formal Competitive Purchases: equipment, materials, supplies, maintenance/repairs and non-consultant services.

Over statutory
bid limit1

Advertise competitive bid or RFP by
Purchasing Department.
BOT approval required
before signature by President
or VP College Operations
Purchase Order generated by Purchasing Department to encumber funds.
PUBLIC PROJECTS PURCHASES
5.
Public Projects - facility construction, alteration, renovation, demolition, painting or repair.2
$1
to
$14,999 At least 3 or more written price
quotations obtained by Facilities or Modernization.3
Superintendent/President
or Vice President College Operations
Purchase Order generated by Purchasing Department to encumber funds.
6.
Public Projects, Formal Bid - facility construction, alteration,
renovation, demolition, painting or repair.2
$15,0005
or
more Formal advertised bids by Purchasing Department.3 BOT approval required
before signature by Superintendent/President  or  VP College Operations
Purchase Order generated by Purchasing Department to encumber funds.
PROFESSIONAL SERVICES/CONSULTANTS
7.
Professional Services/Independent Contractor (Consultant) i.e., Medical, Legal, Financial Advising, Engineers, Experts, Lecturers, etc. $1 to $14,999 The Requesting Department management staff obtains qualification data, rates and prices from two Vendors who can perform the work and provides the best value to COM.  Director of Modernization; or Vice Presidents; or
Superintendent/President
Purchase Order generated by Purchasing Department to encumber funds.
8.
Professional Services/Independent Contractor (Consultant) i.e.,
Medical, Legal, Financial Advising, Engineers, Experts,
Lecturers, etc.
$15,000 to $40,000 The Requesting Department management staff obtains qualification data, rates and prices from two Vendors who can perform the work and provides the best value to COM.  VP of College Operations; or
Superintendent/President
Purchase Order generated by Purchasing Department to encumber funds.
9.
Professional Services/Independent Contractor (Consultant) i.e., Medical, Legal, Financial Advising, Engineers, Experts,  Lecturers, etc. $40,001 to Statutory
bid
limit
The Requesting Department management staff obtains qualification data, rates and prices from two Vendors who can perform the work and provides the best value to COM.  VP of College Operations; and
Superintendent/President
Purchase Order generated by Purchasing Department to encumber funds.
10.
Professional Services/Independent Contractor (Consultant) i.e., Medical, Legal, Financial Advising, Engineers, Experts, Lecturers, etc.
Over statutory
bid limit1
Advertise competitive bid or RFP by
Purchasing Department.
BOT approval required
before signature by Superintendent/President
or VP of College Operations
Purchase Order generated by Purchasing Department to encumber funds.
11.
Textbooks, library books, and educational films, audiovisual materials, test materials, workbooks, instructional computer software packages or periodicals.4
All
None, but is preferable to
request competitive pricing.4
Vice President of Student Learning and Dean over Library Services Purchase Order generated by
Purchasing Department to encumber funds.
FOOTNOTES:
1. Statutory Bid Limit is adjusted annually to reflect annual increase. Per California Community Colleges Chancellor's Office memorandum dated January 3, 2014 the new threshold effective January 1, 2014 is $84,100
2. Public Projects include: construction, reconstruction, alteration, renovation, improvement, demolition, painting, major repainting, cabling and major repair work as per California Public Contract Code Section 22002(c)(1)
3. Reviewed for compliance California Education Code Section 88003.1 before issuance of Purchase Order/Contract
4. As per California Education Code Section 81651
5. Public Projects threshold as per California Public Contract Code Section 20651(b)
6. General purchases can be procured from CA Statewide Contracts or WSCA Contracts.

back to purchasing matrix

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Procurement Card Program

The State of California Department of General Services entered into a Master Services Agreement for purchase card services with U.S. Bank.  The program allows the use of the Procurement Card (Visa) for making small-dollar purchases of materials and services.

Using the Procurement Card, also known as the CAL-Card, will save time and money for the District, largely through consolidating and streamlining paperwork.  The Cardholder, in particular, will find the Procurement Card convenient for small dollar purchase of materials and services:

The Marin Community College District Procurement Card (CAL-Card) Procedured Handbook containes all program related information and accosciated forms.   For monthly procurement card reconciliation please use the Procurement Card Monthly Purchase Report.

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District Check Request

The Check Request Form is intended to supplement the Purchasing Card program by providing a simple method to pay for supplies, materials, seminars, conferences, memberships, subscriptions, etc. for those vendors who do not accept the Purchasing Card.

Use this form for purchases up to $1,000.00, including employee reimbursement for incidental out-of-pocket reimburement.

The Check Request Form should not be used for capital outlay, furniture, or equipment (any item that has a single unit cost of greater than $200.00) unless the intended purchase is pre-approved by the Vice President of College Operations of the Director of Fiscal Services.
The College of Marin has established the check request process to expedite payments for minor orders from vendors who do not accept the Purchasing Card. Therefore, check requestors should not enter these types of orders in the Banner Self Service system.

Any intended order that does not meet the above criteria should be processed via a purchase requisition in the Banner Self Service system.

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Purchase Requisitions

Employees shall not make any purchases or incur any charges outside of the District policies and procedures.  Managers shall not authorize any purchase or incur any charges outside of the District's purchasing policies and procedures. 

A Purchase Requisition is a purchase request completed by assigned employees (initiators) within the District’s various departments.  The department initiator completes a Purchase Requisition in the Banner Self Service system and it is then routed through the approval queue hierarchy.  Depending on the department, a Purchase Requisition may require several individuals to approve the purchase request including, but not limited to, the department budget manager and Fiscal Services.

When preparing a Purchase Requisition, the initiator must select an existing vendor in the Self Service Banner (SSB) system.  If the user wishes to select a vendor who is not currently listed in the Banner system, then the District Buyer will register a new vendor into Banner after the vendor submits a fully-completed Internal Revenue Service (IRS) Form W-9.  See VENDORS AND PAYMENTS below.  Once the new vendor exists in the Banner system, then the Purchase Requisition initiator may select that vendor for the purchase request.

Initiators should code the purchase request to the appropriate FOAP (Fund-Organization-Account-Program) based on the nature of the expenditure.  Purchase requests should not be coded based on where budget funds are available; instead, code the Purchase Requisition based on the nature of the goods or services being requested.  If there are no available funds in a specific FOAP, then the initiator or other department user should initiate a discretionary budget transfer to the FOAP necessary to complete the Purchase Requisition.  The District only allows budget transfers from discretionary budget accounts within the same fund.

Budget Managers designate Purchase Requisition initiators in consultation with Fiscal Services, which maintains Banner user profiles specific to a user’s responsibility.  Purchase Requisition approvers may include the initiator’s immediate budget manager, the department head, the functional vice president, and Fiscal Services.  Initiators can monitor a Purchase Requisition status in SSB.

Within the Banner system, the District Buyer automatically receives fully-approved Purchase Requisitions.  The Purchase Requisition must describe the needed items in terms of model/product ID, quantity, quality, features, functions and the desired delivery date.  The District Buyer subsequently completes the functions to prepare a Purchase Order.

SSB training guide for preparing Purchase Requisitions

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Purchase Orders

A Purchase Order is a formal District document prepared by the District Buyer.  A Purchase Order is a contract for the District to purchase goods or to render services from a specific vendor and it establishes an encumbrance against the FOAP's listed on the Purchase Requisition.  Purchase Orders reduce FOAP budget availability and the encumbered funds are used to pay a vendor’s invoice after the District receives the goods or services.

After receiving an approved Purchase Requisition, the District Buyer then creates a Purchase Order in accordance with applicable laws and policies.  The District Buyer reserves the right to change vendors or conduct necessary bidding as necessary.

Purchases under $1,000 should be made using a District issued Procurement Card or a Check Request Form.

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Vendors and Payments

New Vendors

New vendors must properly complete the most current IRS Form W-9 before SSB users may select a new vendor when preparing a Purchase Requisition.   Prospective vendors should submit their complete and current IRS Form W-9 directly to the District Buyer who will review the IRS Form W-9 for completeness.  If a prospective vendor fails to properly complete an IRS Form W-9, then the District Buyer will not register the prospective vendor in SSB until the District receives a complete and current IRS Form W-9.

Vendor Payment

The District’s Purchase Order designates the mailing address for vendor invoices.  Vendors should submit their invoices directly to Fiscal Services at the Indian Valley-Novato campus.

Accounts Payable reviews invoices and routes the invoice to the specific department for approval.  By approving an invoice, the department budget manager is attesting to receipt of all goods and services specified on the vendor’s invoices.  Budget managers should promptly review and approve invoices and timely return the invoice to Accounts Payable for final processing and payment.

Vendor Inquiries

Any vendor inquiries should be directed to payables@marin.edu

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Office Supplies

To facilitate office supply ordering and purchases, the District has authorized various employees access to Staples and Office Depot to review and select products in preparation for a Purchase Requisition.  Once the District Buyer receives the approved Purchase Requisition and prepares the related Purchase Order, he then logs onto the Staples or Office Depot system to release the order previously prepared by the authorized employee.  Please see your manager or department administrative assistant for office supply orders.

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Travel and Meals

The District’s travel and meals procedures are specifically outlined in Administrative Procedure 7400.  Please read this policy carefully before planning travel activities.

Prior to travel, employees must obtain written approval from travel to conferences, training, and similar activities by submitting the appropriate travel form(s) to the Superintendent/President or designee(s).

Travel Approval Authorization Forms

UPM/AFT Collective Bargaining Members Travel Request Form

Administrative and Classified Travel Request Form

Out of State Travel for all District employees shall be approved in advance by the Superintendent/President.

All travel outside the United States must be approved in advance by the Board of Trustees.

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Claim for Reimbursement

The Procedure for claiming expenditures for authorized travel are detailed in Administrative Procedure 7400.  The Claim for Reimbursement form is intended solely for the reimbursement of expenditures for authorized travel.

As noted in the PURCHASE REQUISITIONS section, employees shall not make any purchases or incur any charges outside of the District policies and procedures.  Managers shall not authorize any purchase or incur any charges outside of the District's purchasing policies and procedures.  Purchase Orders are required in advance of making a purchase and they are issued subsequent to a properly-approved Purchase Requisition.

Employees have no need to submit a Claim for Reimbursement for anything other than requesting reimbursement of expenditures for authorized travel.

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Capital Assets vs. Supplies

Per the California Community Colleges’ Budget & Accounting Manual, 2012 Edition:

Whether an item should be classified as equipment or as supplies is determined on the basis of the length of time this items is serviceable and on its contribution to the value of the district.  For example, supplies are constantly being consumed and replaced without increasing the value of the physical properties of the district.  Equipment has a relatively permanent value, and its purchase increases the value of the physical assets of the district.

Expenditures made by districts for equipment, improvement of sites, building fixtures and service systems are charges as capital outlay (account codes 6XXXX).  Expenditures for supplies are charges as current expense (account codes 4XXXX).

Supplies are items of expendable nature that are consumed or worn out, deteriorate in use, or are easily broken, damaged, or lost.  Examples include paper, pencils, cleaning materials, nails, scissors, test tubes, and keys.

Items that have a relatively short service life (less than one year) and that, therefore, must be replaced frequently are also charged as supplies.  Examples include brooms, tools, and rubber stamps.

Computer software and hardware could fall into either category, supplies or equipment, depending on the cost and useful life.  To determine which category of expenditure an items belongs, follow the questions and/or guidelines listed below.

Some articles clearly cannot be classified as either supplies or equipment.  They have the characteristics of equipment, but they have a low unit cost or are frequently lost, broken or worn out and replaced in normal use.  To obtain uniformity, the district should assign items to the various classifications on the basis of the answers to the questions listed below:

If the answer to one of the able five questions is yes, then item should be classified as a supply item and the expenditure should be recorded within account code 4XXXX.  If all answers are no, the item should be classified under object classification 6XXXX.

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Purchasing/Accounts Payable Forms

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Purchasing/Accounts Payable Frequently Asked Questions

Purchasing/Accounts Payable Frequently Asked Questions (FAQ), as well as FAQ's for all Fiscal Services, can be found on the Frequently Asked Questions page.

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Fiscal Services Website
Content Responsible: Peggy Isozaki, Director of Fiscal Services, 415.883.2211 ext. 8160
Technical Contact: Melinda Molloy, Administrative Assistant to the Vice President of College Operations, 415.883.2211 ext. 8101