Purchase & Payment Requisitions
- Caroline Glover
- David Lambert
- Sasha Freeman
Purchase & Payment Requisitions
All purchase and payment requests must be submitted through the correct form (noted below) and must contain accurate budget codes (State or Foundation) for your department, as well as the appropriate account code, vendor name, item/model #, name/description and quantities to be processed.Â
Please also attach any vendor quotes and/or special pricing from the vendor, to maintain consistency through the purchasing process.Â
State Fund Purchasing & Payments-(Department Specific)
If you are submitting a Purchase Request, please verify if there is a State Term Contract (STC) and STC vendor who provides the necessary products. Please contact david.lambert@ncssm.edu for an updated list of STC vendors for your required purchase.
If there is no STC, please verify the vendor is active in the state vendor portal.
Request a quote from vendor(s). *If pricing exceed $5,000, please provide at least three separate vendor quotes listing your top selection. *If pricing exceeds $25,000, the item must go out for a formal bid.
Purchases through online or local vendors- (P-card)- please attach link to website shopping cart. If you cannot attach cart, please attach link to website and complete the form with request information.
If you are submitting a Check Requests, please make sure the Vendor has supplied an invoice and that the invoice has been reviewed and approved by Program Manager/Director/Dean. Please complete the form selecting the appropriate budget codes, the check request button and attaching the invoice.
*If assistance is required in this process Ask a question of the Purchasing Coordinator.
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If at all possible, NCSSM prefers to complete purchases through E-Procurement using Purchase Orders (PO) rather than P-Cards or Check Requests. All invoices with Purchase Order Numbers should be sent to accountspayable@ncssm.edu and/or emailed to me at: david.lambert@ncssm.edu. All others invoices should be uploaded to the appropriate request form for check request processing. *If assistance is required in this process Ask a question
Department Specific Forms:
Academic Programs - State Funds 1250
Ad/Ops Western Campus - State Funds 1121
Campus Resources/Security - State Funds 1416
Communications - State Funds 1117
Data Science - State Funds 1252
Engineering/Computer Science - State Funds 1217
Extended Learning/Summer Programs - State Funds 1260
Facilities - State Funds 1510,1512,1513
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/226
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/247
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/227
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/228
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/244
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/230
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/231
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/221
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/233
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/252
Need additional information before submitting? Ask a question
Foundation Fund
Foundation Fund Purchase or Payment
Purchases and/or Payments using Foundation funding.
Select the attached request form
In the request, complete the form with all the required information, including any invoice, quote, or website/shopping cart links that you wish to make a payment for or items to purchase.
*If assistance is required in this process Ask a question
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/220
https://ncssm.atlassian.net/servicedesk/customer/portal/19/create/586
Capital Project Fund
Capital Project Invoices
To submit a capital project check request please make sure:
Work has already been completed.
Vendor has supplied an invoice to you.
Invoice has been reviewed and approved by Chancellor/Vice Chancellor/Director
If all of the following steps are complete, please with all the required budget information for funds distribution to necessary parties.
*If assistance is required in this process Ask a question
https://ncssm.atlassian.net/servicedesk/customer/portal/21/create/205
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