Expenditure of College Funds College monies may be expended only by authorized College personnel through completion and approval of a Purchase Requisition or a Request for a Check. Purchasing Goods and Services With the exception of some resalable items for the Campus Store, dues, subscriptions, travel, refreshments, and lodging, all requests for purchases must be submitted to the Purchasing Office on the standard college e-requisition form. A video tutorial on the completion of an e-Req can be found online at https://www.hagerstowncc.edu/faculty-staff/college-operations/business-services, providing you are signed into the website. Below the video you will see related documents and forms. Clicking on e-Req will take you to the form found at https://passport.hagerstowncc.edu/. Before you begin this process, you should determine if additional requirements may be needed based on the estimated price of the item you are purchasing. Refer to the “Dollar Limitations” chart found on the HCC website for faculty and staff (same URL as mentioned above). To complete a purchase, an academic division prepares a Purchase Requisition . The completed form is approved and signed by the cost center manager (for academic divisions, the Division Director). If the Purchase Requisition amount is $1,000 or greater, it must be approved and signed by the VPAASS. The Purchase Requisition along with all backup documentation will be electronically sent to the Purchasing Department when the e-requisition is completed. The Purchasing Department will search for the best price and may solicit bids if the price exceeds $50,000 or formal quotes if between $25,000-$49,999. Requests for new equipment, furniture, and technology are made as part of the unit planning process. Request for Check With the exception of some resalable items for the bookstore, dues, subscriptions, travel, refreshments not provided by Food for Thought (who has the first right of refusal on campus), and lodging, all request for purchases must be submitted via e-req to the Purchasing Office. Before you begin this process you should determine if additional requirements may be needed based on the estimated price of the item you are purchasing. For Dollar Limitations please see Appendix A, page 19 of the purchasing procedures manual at: https://www.hagerstowncc.edu/sites/default/files/new_documents/HCC-purchasing-procedures- 041819.pdf. If your request still meets the criteria above (dues, subscriptions, travel, etc.) please use the most updated Check Request Form located at: https://www.hagerstowncc.edu/forms/finance/check- request . Requests for checks must be signed by the cost center manager. If the amount of a Request for Check is $1,000 or greater, it must be signed by the President, VPAASS, VPAF, or appropriate dean. The completed check request package with approvals should be forwarded to AP@hagerstowncc.edu. When requesting reimbursement for mileage for business use with your own personal vehicle (when all HCC fleet vehicles are unavailable), please use the Mileage Reimbursement Form in lieu of the check request for mileage ($0.655 per mile), parking, and tolls. This form can be located at: https://www.hagerstowncc.edu/forms/finance/mileage-log-and-reimbursement-form Original receipts for parking and tolls must accompany this mileage reimbursement request.
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