Welcome to the MCTC Purchasing website. This has been designed to answer the questions you have concerning purchasing and contracts.
Minneapolis Community and Technical College is part of the Minnesota State Colleges and Universities system, an agency of the State of Minnesota. The College utilizes State funds and is under the scrutiny of the public. It is important that we maintain the highest level of professionalism when dealing with the community and vendors.
Please help the Purchasing and Accounts Payable department by complying with State Laws, MnSCU Board Policies and maintain our relationship with vendors by following proper procedures as listed below.
Please allow a minimum of five working days to process a requisition into a PO and avoid a 16A. Please review the board policy below, which addresses the importance of encumbering funds through purchasing prior to making an obligation to a vendor.
Funds must be encumbered prior to making an obligation through an authorized employee certifying that the accounting system shows sufficient allotment or encumbrance balance in the fund, allotment, or appropriation to meet it. 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. An employee authorizing or making the payment, or taking part in it, is liable to the state for the amount paid. A knowing violation of MS 16A.15, Subd. 3 is just cause for the employee's removal. The state cannot agree to indemnify third parties or hold them harmless (MS 10.17; Minn. Const. Art. XI, Sec. 1).
Unlike Purchase popular belief, the requirements for public purchasing have become less stringent throughout the years therefore, if given proper procedures to follow; the purchasing process may be less cumbersome. The key is having the knowledge of how public purchasing works, and then implementing it. Hopefully this manual will assist in this process.
If you need forms or further guidance, you should refer to http://www.finance.mnscu.edu/contracts.html.
