May 2014 Procurement News

Procurement Office Has Relocated to District Office
The procurement office has relocated to the district office and is in full operation. A few changes have occurred since our move. We no longer have the common phone line of extension 5532.

To reach current staff members in procurement, please contact us at the following extensions:

  • Purchasing Agent, Annmarie Wise at extension 5543
  • Purchasing Agent, Valentina Johnson at extension 5542* (on maternity leave through Monday, July 7, 2014)
  • P-card Administrative Coordinator, Janet Vivian at extension 1974
  • Procurement Operations Manager, Mary Ellen Davies at extension 5527

Additionally, our fax number has been changed to extension 3007, which is shared with the finance/budget departments.

ValenciaProcurement@valenciacollege.edu is still the best way to contact the procurement department.


Updated Procurement Forms

All updated procurement forms may be found on the Valencia Procurement website or in Atlas. This includes our Supplier Business Profile with our new fax number.


Year-End is Approaching

It’s that fun time of year again! In order to receive your goods and/or services prior to Monday, June 30, 2014, please complete your requisitions with plenty of lead time. It is best to check with your vendor to see if an item is in stock and can be delivered before the fiscal year ends. Purchase orders will not be issued after Friday, June 20, 2014, to ensure all deliveries.

Send an e-mail to Valenciaprocurement@valenciacollege.edu to close all purchase orders that are old or have money still encumbered on them. Run the Banner report “FGROPNE” for a list of your encumbrances.

Any travel in FY 2014/15 should be paid out of the new budget and not this year’s budget. If the registration is an early-bird registration with a reduced cost, it is permissible to pay for this at this time. Some flights and hotel reservations are also permissible, especially if the travel is in July, 2014. Hotel rooms should never be paid in advance. Only a one-night deposit, which is refundable, can be made in advance using the P-card.

The P-card can be used for goods or supplies that are permissible on the credit card with no cutoff date. However, keep in mind that transactions downloaded on Wednesday, July 2, 2014, (posted to PaymentNet between Saturday, June 21 through Friday, June 27, 2014) and Wednesday, July 9, 2014, (posted to PaymentNet between Saturday, June 28 through Friday, July 4, 2014) with a June 2014 transaction date, will be charged to fiscal year 2013 – 2014.

Do not stockpile printer toner cartridges, as each cartridge only has a one-month return policy from the vendor. Toner that sits for six months or more may cause problems to your printer.

Three quotes are required for items and/or services greater than $5,000, and cannot be purchased using a P-card. Please refer to the “P-card Procedures and Guideline Manual” for detailed information.

New CDW Account Representative
Garrett Dore is our new CDW-G account representative and can help you with all of your needs related to quotes and technical specification. You may reach him via the following channels:

E-mail: garrdor@cdwg.com
Phone: 312-547-2379
FAX: 312-752-3530

P-card User Group Meeting
The next scheduled P-card User Group Meeting will be held on East Campus, May 29, 2014, at 3 p.m., Building 3, Room 113. This meeting is open to all cardholders, approvers and budget managers that participate in the P-card program at the College.

College Purchases Using Amazon Smile
All College-related purchases from Amazon should be purchased from smile.amazon.com with the Valencia College Foundation, Inc. selected as the benefitting charity. This will allow the foundation to receive 0.5 percent of the purchase price of goods as a donation. For further information, please contact Janet Vivian, P-card administrative coordinator, at extension 1974.

Signing of Contracts with Terms & Conditions
Simply put, don’t do it. The only employees at the College who have signature rights on any and all contracts are Sandy Shugart, Valencia College president and Keith Houck, vice president of operations and finance. Even simple, small dollar items with terms and conditions can put the College at risk. When in doubt, please contact the procurement office for the proper procedure.

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