The Purchasing Cycle

  1. Identify your needs. What do you want? When do you need the item? How much does it cost? Will the Trust Fund Custodian approve the purchase? Plan ahead! It is best to allow the maximum lead-time possible. If you provide Purchasing with a realistic date needed, Purchasing can effectively solicit bids and ensure the College obtains the best value. Vendors from the Massachusetts Higher Education Consortium (MHEC), state-wide contract or other consortia should be used whenever possible. Please see the Purchasing wiki page for further information.
  2. Procurement Card Alternative to a Purchase Requisition - If you are a MassArt procurement cardholder and the purchase qualifies as a procurement card purchase based on the guidelines set forth in the procurement card manual; it is recommended that the purchase be made utilizing the benefits of the procurement card program.
     
  3. Complete a Purchase Requisition. Provide as much information as you know about the item, including:PC hardware and software acquisitions must be approved by the Technology Department before submission to purchasing. Please contact the Technology Department before beginning the purchasing process.

    Consultant services should follow service requisition procedures. Please refer to the Consultant Services page on the Knowledge Base for further information.
     
    • Preferred vendor's name and address
    • Quantity - How many of each item will you need?
    • Units - For example: each, pound, package, box, carton. etc.
    • Unit Price - Cost per each unit
    • Total Price - Quantity times unit price
    • Description – Information about the item including item number, size, color, etc.

  4. Obtain the appropriate trust fund custodian's signature on the requisition. The trust fund custodian is responsible for indicating the source of funds for the purchase. There must be budgeted funds available. Purchases $5,000 or greater also require Area Vice President signature prior to being submitted to Purchasing. Signed purchase requisitions are then forwarded to the Purchasing Department. The Associate Vice President for Fiscal Affairs will review and approve all purchases over $5,000 before a purchase order will be issued.
     
  5. Purchase Requisitions should be forwarded by email to purchasing@massart.edu. A fill-able PDF form is available on the Purchasing Knowledge Base.
  6. Purchasing reviews the requisition and determines whether the order can be placed or if additional information or research is required.
     
  7. Purchasing will issue a purchase order. Purchasing contacts the vendor directly to place all orders. Please indicate on your requisition if there is a specific person at the vendor who should be contacted or if there are any special ordering instructions.
     
  8. Vendor receives MassArt PO. Any physical goods are shipped to the College's Shipping and Receiving Department.
     

  9. Shipping and Receiving matches packages to purchase orders, inspects contents, and inventories items if necessary. The receiver arranges delivery to the appropriate department and obtains signatures verifying receipt of item(s). If you are not on campus regularly, please contact Shipping and Receiving in advance to make arrangement to receive your packages.
     

  10. Forward All Receipts and Invoices to Purchasing. In order to expedite payment to vendors, please remember to forward all receipts and invoices to the Purchasing department upon receipt. Invoices for services must be approved by the department indicating that the services were performed satisfactorily. All invoices exceeding $5,000 require Area Vice President and Vice President of Administration and Finance signature prior to payment. Invoices including the appropriate approvals can be emailed to invoices@massart.edu.

Was this helpful?
0 reviews
Print Article