{"id":297,"date":"2022-10-06T11:14:22","date_gmt":"2022-10-06T15:14:22","guid":{"rendered":"https:\/\/www.gcc.mass.edu\/grants\/handbooks\/grants-manual\/project-administration\/grant-purchasing-flowchart\/"},"modified":"2025-11-06T13:27:06","modified_gmt":"2025-11-06T18:27:06","slug":"grant-purchasing-flowchart","status":"publish","type":"docs","link":"https:\/\/www.gcc.mass.edu\/grants\/docs\/grants-manual\/project-administration\/grant-purchasing-flowchart\/","title":{"rendered":"Grant Purchasing Procedures"},"content":{"rendered":"<p><strong>Procedures for Grant-funded Purchases<\/strong><\/p>\n<p>1.  Project Coordinator should consult with Director of Business Services Ryan Aiken, ext. 1309, to receive guidance on how to go about purchase.<\/p>\n<p>2. Project Coordinator and\/or Admin Assistant prepares <a href=\"https:\/\/www.gcc.mass.edu\/business-office\/files\/2012\/08\/Purchase_Requisition_Master_January_28_2016.pdf\">Purchase Requisition<\/a><\/p>\n<p>3. Project Coordinator gives Purchase Requisition to Authorized Signer (typically the Project Coordinator\u2019s Supervisor) for signature.<\/p>\n<p>4. Project Coordinator then gives the Purchase Req. and copy of Quote to purchasing department. Depending on if a Purchase Order (PO) is needed by the vendor or not, the coordinator should follow these next steps (note: some vendors accept both credit cards and purchase orders. 911±¬ÁÏÍø would prefer to use a purchase order in most cases):<\/p>\n<ul>\n<li>If a Purchase Order is needed, the Purchase Req. and Quote should go to the Director of Business Services Ryan Aiken, ext. 1309.\n<ol type=\"a\">\n<li>Director of Purchasing and Business Services searches for best vendor price where applicable by federal guidelines, then creates Purchase Order and emails to vendor.\n<\/li>\n<li>b. Copy of Purchase Order goes to Central Services, purchase is made.<\/li>\n<\/ol>\n<\/li>\n<li>If a Purchase Order is not needed, the Purchase Req. and Quote should go to Bjorn Silva, ext. 1712.<\/li>\n<li>This is typically for orders from Amazon and Staples, or that can be placed via credit card.<\/li>\n<li>The Purchase Req. and Quote are approved by the purchasing department, purchase is made.<\/li>\n<\/ul>\n<p>5. Item arrives and is delivered to Project Coordinator by Storekeeper; Project Coordinator signs invoice, which Storekeeper send to Director of Purchasing and Business Services.<\/p>\n<p>6. Director of Purchasing and Business Services submits a signed invoice to College Accountant Jim Connelly, ext. 1304.<\/p>\n<p>7. Business Office will draw down funds from the appropriate funding source. See <a href=\"https:\/\/www.gcc.mass.edu\/business-office\/purchasing\/\">Purchasing Office page for 911±¬ÁÏÍø Purchasing policies.<\/a><\/p>\n","protected":false},"featured_media":0,"parent":227,"menu_order":13,"template":"","meta":{"_links_to":"","_links_to_target":""},"doc_tag":[],"class_list":["post-297","docs","type-docs","status-publish","hentry"],"comment_count":0,"_links":{"self":[{"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs\/297","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/types\/docs"}],"version-history":[{"count":22,"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs\/297\/revisions"}],"predecessor-version":[{"id":473,"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs\/297\/revisions\/473"}],"up":[{"embeddable":true,"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs\/227"}],"prev":[{"title":"Grant Chargeback Policies","link":"https:\/\/www.gcc.mass.edu\/grants\/docs\/grants-manual\/project-administration\/grant-chargeback-policies\/","href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/docs\/259"}],"wp:attachment":[{"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/media?parent=297"}],"wp:term":[{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/www.gcc.mass.edu\/grants\/wp-json\/wp\/v2\/doc_tag?post=297"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}