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Frequently Asked Questions

 

Purchasing: Vendor Questions

    • What steps should I take if I am using a new vendor?
      Vendors who are new to doing business with the College must fill out and submit a New Vendor Packet.  Out-of-State vendors require additional documentation.  Please contact the Purchasing Department at Ext. 4245 for help in obtaining the appropriate forms.
    • What are the current bid thresholds? 

      The current bid limit for the purchase of supplies, equipment, and services, is $88,300.  This limit is adjusted annually on January 1st by the Board of Governors as required by Public Contract Code Section 20651(d). 

      The bid limits for Public Works Construction Projects and Maintenance Work are set pursuant to the provisions of the California Uniform Public Construction Cost Accounting Act (CUPCCAA), adopted by the Board of Trustees on December 17, 2008.  The informal bid limit for public construction projects, pursuant to Public Contract Code Section 22032, is $45,000 up to $175,000.

      A Public Works Construction Project that exceeds $175,000 requires formal bidding.

    • How do I pay an Independent Contractor?

      Request a W-9 Tax form from the vendor and submit to Purchasing.  Purchasing will review the W-9 to determine if the Vendor is an Independent Contractor.  If so, the following will occur:

      • Requestor will contact their Division Office and request to place the Independent Contractor on the list for Board approval.
      • Fill out the Independent Contractor Agreement form and obtain appropriate signatures.
      • Enter a Requisition in Banner.
      • Submit all paperwork to the Purchasing Department (copy of Board agenda item, fully signed Agreement, and W-9 form).

Purchasing:  Requisition & Purchase Order Questions

    • Where is my Requisition?

      You may check the status of your requisition by signing into Banner and going to FOIDOCH to search by the Requisition Number.  In the Document Type field enter REQ, tab to the Document Code field, enter the Requisition Number (R00xxxxx), and click the ‘Next Block’ icon.  You may access each document by clicking on the document number, selecting “Options” from the menu and then selecting “Requisition Info [FPIREQN], Purchase Order Information [FPIPURR], Invoice Information [FAIINVE],” depending on which document you have selected to view; then ‘Next Block’ to navigate through each screen.

    • Where’s my Purchase Order?

      Check the status in Banner through FOIDOCH following the steps for viewing the Requisition status.

      1. If you see that no items have been received (i.e., there is no Receiver Number “Y00xxxxx” in the Receiver column), contact the Purchasing Department at ext. 4245, or the Buyer who is listed on the Purchase Order to request a status. The Buyer will follow up on the order and get back to you.
      2. If there is a Receiver Number in the Receiver column, but you have not yet received the items, contact the Central Receiving Department at Ext. 4870 to request a status.
    • What if I have an emergency order?

      An emergency is defined as:

      • A sudden, unforeseen event that disrupts classroom activity
      • An unplanned condition that could pose a risk to persons or property

      Remember:  Lack of planning is NOT an emergency.

      However, we understand that things happen and orders must occasionally be expedited.  These situations require coordination between requesters, approvers, and the Purchasing Department.  Follow the steps below to ensure your order is successfully expedited.

      1. Enter a Requisition in Banner.
      2. Check the Approval Queue to see who is next to approve. To check the approval queue sign into Banner and go to FOAAINP (see FAQ for How do I track the approvals of a Requisition or a Change Order Request).  Contact each approver once the Requisition has reached his/her queue.  Follow this process all the way through the final approval by the Accounting Department.
      3. Contact the Purchasing Department at Ext. 4245 to notify a Buyer that a Requisition needs expediting. Be prepared to provide the Vendor Name and Requisition Number.  You will also need to forward all supporting backup documentation to the Purchasing Department.
    • How do I increase or decrease a purchase order?

      You may request an increase or decrease by emailing the Buyer listed on the purchase order.  Once the change has been made by Purchasing, the PO will route through the approval queues, first the requestor’s department, then Accounting.  Accounting will not approve an increase if the funds are not available (NSF).  If sufficient funds are not available, a budget journal covering the increase must be processed.

    • How do I track the approvals of a Requisition or a Change Order Request?

      Use FOAAINP and FOIAPPH. 

      To see who needs to approve, in Banner, go to FOAAINP and enter the Requisition number (or Purchase Order number if a change order) in the Document field, then tab; the Type field will automatically populate with “REQ” for a Requisition or “PO” if a change order.  If you are searching for a PO change order, enter the Change Order sequence number in the “Change Sequence” field.  Click Next Block using the icon on the tool bar, or select “Block” from the Menu across the top and then choose “Next” from the list of options.  The form sorts the approval queues (departments) in alphabetical order, not the order of required approval.  The requesting department’s approvals will be required first and Accounting’s approval last. 

      To see who has already approved, in Banner, go to FOIAPPH, then enter the specific requisition number or Purchase Order/Change Sequence Number in the Document Code field, then execute the query using the icon on the tool bar, or select “Query” from the Menu across the top and then choose “Execute” from the list of options.  This will show a complete approval of approvals to date.

    • How do I submit supporting backup documents for my Requisition?
      Supporting documents must be submitted to the Purchasing Department using a Requisition Cover Sheet.  A separate cover sheet must be used for each requisition and its correlating documents.  Supporting documents may be scanned and emailed to purchasing@mtsac.edu.  While scanned documents are the preferred method, you may also fax your documents to 274- 2025, or forward through campus mail.

Purchasing: P-Card Questions 

    • How do I obtain a P-Card?

      Permanent employees who have passed their probationary period are eligible to receive a P-Card upon approval of their area President or Vice President, and the Vice President, Administrative Services.  Complete a “Request for Issuance of a Mt. SAC P-Card” form and forward it to your respective Dean/Director for signature.  The request will then be routed to the area Vice President/President and the Vice President, Administrative Services.  Once approved the request will be forwarded to the Purchasing Department where you will be contacted to schedule training.

    • I have purchasing card questions.  Where do I go for more information?
      For purchasing card reference materials, see User Guide for Procurement Card Program (link), which includes Appendices and Pcard FAQs.

Cashier's Office

    • How do I purchase a student parking permit?

      A student parking permit can be purchased online with a credit card through your Mt. Sac Student Portal, Student Tab #31. After you have purchased, the permit will be mailed to the address you have provided within 7 to 10 business days. Parking permits can also be purchased at the Cashier’s Office during regular business hours with cash or check only. The permit will be given to the student at the window.

    • Where do I find my PIN number?
      Your PIN number is located on your Mt. SAC Student Portal, Student Tab #40. Your Personal Code and PIN number are required in order for you to make a selection for your refund on www.refundselection.com.
    • When do I receive my green envelope?
      After your initial registration with Mt. SAC, a green envelope from BankMobile will be sent to your mailing address on file with the college.  In the envelope, BankMobile will send you a Personal Code that you will need at www.refundselection.com in order for you to select how you would like to receive your refund. Options include: deposit to another bank account, a paper check, or electronic deposit to your BankMobileVibe account.
    • What do I do if I do not receive the green envelope?
      Contact the Cashier’s Office during regular business hours and we will assist you in obtaining a Personal Code and instructions on making your refund selection.
    • Where is my debt card in the green envelope?
      A debt card will no longer be included as part of the green refund selection kit. Only your Personal Code and instructions for setting up your refund selection are included in the green envelope.