Purchasing Procedures
Fond du Lac Tribal and Community College adheres to strict policies regarding purchasing, procurement, and contracts made on behalf of the college. This information is provided here to assist employees who make requests for purchases or have purchasing authority.

If you have any questions regarding the purchasing process, please contact a staff person in the Business Services Department.

Purchase Requisition
All purchase requisitions must be entered in Workday. A guide to entering requisitions can be found here: How to Make a Requisition for a Purchase Order

Purchasing Policy
The complete Minnesota State policy 5.14.5 regarding purchasing procedures is located here.

Contract Requirements
The complete Minnesota State policy 5.14 regarding procurement and contract requirements is located here.

Any questions regarding contracts can be directed to Lori Driscoll in the Business Services Department, 218-879-0860.

Purchasing Process

The following guidelines apply to all purchases requested and made on behalf of the college:

1. • Purchases under $50,000 should be executed in the best interest of the college. Staff should compare prices, vendors, and product/service options to assure financial resources are used in a responsible manner.
   • Purchases between $50,000 and $100,000 the purchase must be made via sealed bids or by direct negotiation by obtaining two (2) or more quotations for the purchase or sale when practicable.
   • Purchase over $100,000 require sealed bids solicited by public notice. If you anticipate the purchase to be over $100,000 contact the Purchasing and Payroll Clerk, Ashley Klejeski, at 218-879-0860.
   • If purchasing using an approved State of Minnesota contract, the above procedures do not apply. Provide the contract number to the vendor and work with them directly to receive a quote.
   • There are additional purchasing requirements published in Minnesota State Procedure 5.14.5, please contact purchasing if you have any questions regarding a purchase.
   • When you are ready to make your purchase, submit a requisition in Workday. You will receive a questionnaire in Workday asking if you received goods or services prior to requisition. This step must be completed before a purchase order is processed.
   • Once the requisition is approved and a purchase order is generated, an email will be sent with a link to retrieve a PDF of your purchase order. At this point, you may proceed with the purchase.
   • EFO will review budget to ensure sufficient funds are available in applicable department budget before approving request.
   • If insufficient funds are available within budget, individual must work with EFO to discuss options.

When a vendor will not accept a purchase order the following procedure applies:

• Purchasing agent will determine if another vendor can reasonably provide the product or service.
• If purchasing agent deems no other vendor can provide the product or service, then purchasing agent may suggest the individual request use of the campus purchasing card.
• All other exceptions must be approved by the Business Office prior to creating an obligation.

Contracts for Vendors

Service contracts are required for non-tangible services such as consulting, writing, legal, educational, instructional, professional, and technical services. Contact purchasing at 879-0860 to obtain contracts or with any questions regarding contracts. For further information regarding contracts or contract templates see the page here.

Funds must be encumbered prior to making any obligation. An expenditure or obligation authorized or incurred prior to encumbering funds is illegal and ineligible for payment until made valid and is in violation of M.S. 16A.15,Subd.3. Any person authorizing or making the payment, or taking part in it, is liable to the state for the amount paid. A knowing violation of M.S. 16A.15, Subd.3 is just cause for progressive discipline.

16A Statute Reference
The Minnesota Statute 16A.15 regarding encumbering state funds for purchasing can be viewed on the page here.

Accounts Payable Process

• Payment for products and services: All payments will be processed within 30 days as required by the State of Minnesota according to the following procedure:
• Invoices: Vendors should submit invoices to accounts payable. Accounts payable will ask originator of order to stop in business office and complete the following:
  1. Review the invoice to verify that services and or products have been received.
  2. Indicate the date services and/or products were received.
  3. Sign, date and mark invoice “ok to pay”
  4. Accounts payable will submit payment to the vendor only upon receipt of the approved invoice. Therefore, staff must review and approve/deny invoices in a timely manner.
  5. Any questions should be directed to Paula Hagenah at 218-879-0809.
• Packing slips: Vendors will often include a packing slip with the shipment. Packing slips are forwarded to accounts payable by receiving staff when shipments are received. Packing slips are verification the shipment has been received on campus. Accounts payable will not forward invoices to the originator when a packing slip is present and matches the invoice, instead accounts payable will process payment.
• Prepayment: Prepayment of products and services is not permitted for any expense (except flights, subscriptions, software, and memberships that have an invoice or an amount due clearly stated). No payment will be processed from just a purchase order, from any “special handling instructions” included on a purchase order, or from a statement. An invoice must be provided with authorization from appropriate staff to process payment.