Procurement Process

Cost Center and Secondary Cost Center Managers

• Financial Approvals Job Aid (PDF, )
• Financial Overview PowerPoint Presentation (PDF, )

Create Procurement Requisition 

• Create Supplier Request Job Aid (PDF, )
• Create Procurement Requisition Job Aid (PDF, )
• Create Receipt Job Aid (PDF, )
• Workday Substitute Receipt Attachment (PDF, )
• Create Supplier Return Job Aid (PDF, )
• Employee Self-Service Procurement & EAP Requisitions Powerpoint Presentation  (PDF, )
• How to Split an Account in Workday Job Aid (PDF, )

Financial Reports

• Foundation Data Model (FDM) Overview (PDF, )
• Common Financial Reports Job Aid (PDF, )

Purchasing Card and Corporate Card

• Verify P-card Transaction Job Aid (PDF, )
• How to Find and Edit P-Card Transactions (PDF, )
• Workday Substitute Receipt Form (PDF, )

Procurement and Finance FAQsnew window

The following procurement methods require the departments to collaborate with Procurement and follow the College’s procurement processes. The requestor completes an online purchase requisition to initiate the Procurement process for any of the following methods.

• Purchases where the value is above $10,001 but less than $25,000 shall be procured competitively with at least three price quotations if possible.
• Purchases where the value is above $10,000 but less than $25,000 require the Informal Bid process. The Informal Bid process is handled by procurement.
• Purchases where the value is above $25,000 require the Formal Competitive Sealed Bid/Proposal process. The Formal Competitive Sealed Bid/Proposal process is handled by procurement.
• Sole Source is a noncompetitive award where the Director of Procurement (DOP) determines that there is only one available source. The department must complete and submit Special Purchasing Request form (PDF, ) to the DOP for approval.
• A Specific Brand is usually available from multiple vendors, and competitive pricing can be obtained. If the purchase of a Specific Brand of a product is required to match existing products or to meet a certain requirement, the department must complete and submit a Special Purchasing Request form (PDF, ) to the DOP for approval.
• Emergency is an award of contract where the Director of Procurement and/or Office of Facilities determines that an emergency exists, and as a result competition may be waived. The department must complete and submit a Special Purchasing Request form (PDF, ) to the DOP for approval.
• If an order needs to be changed, complete a Change Order Request form (PDF, ) and submit it to the Office of Procurement. Please specify the PO number and all pertinent details.

The purpose of the Montgomery College Purchasing Card Program with M&T Bank is to establish a more efficient, cost-effective method of purchasing and payment for small-dollar transactions. The program is designed to replace a variety of processes, including petty cash, check in advance, and certain purchase orders.

Use of a P-Card will provide the following benefits:

• Expedite the ordering and delivery of small dollar supplies (less than $4,999)
• Eliminate requisition -> PO -> invoice process
• Provide significant cost savings in the procurement/payment process
• Allow the department to have direct contact with supplier

The M&T Bank Visa® Purchasing Card is similar to any other Visa card, except that it includes controls to make it functional for large companies and organizations like Montgomery College. These controls help to ensure that the card can only be used for specific types of purchases within specific dollar limits.

Permanent, full time or part time employees of Montgomery College who have responsibility within their unit for ordering supplies are eligible to obtain a Purchasing Card. Consultants, contractors, student assistants, temporary employees, or those as determined by the Director of Procurement, are not eligible for a Purchasing Card.

P-Cards are issued at the request and approval of your Primary Account Manager. P-Card usage may be audited and/ or rescinded by the Director of Procurement at anytime. The card is issued to the Montgomery College employee, not the department. The cardholder is the only one who is authorized to make purchases on the card.

How to obtain a P-Card

• Complete the P-Card Application Form (PDF, )  and Cardholder Agreement (PDF, ) and submit to the Office of Procurement for processing.
• Upon receipt and verification of information, emails will be sent to all applicants providing P-Card e-course training instructions. Each applicant must read the user’s guide, review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
• Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office. Make sure to use the subject line “Course Completion”.
• Once online training completion has been verified, a new card will be ordered. The card will be issued by M&T Bank in the applicant’s name and sent to the Procurement Office. Cards take approximately 7 to 10 business days to arrive. Cardholders will be notified by email once their card is available for pickup.
• Cardholders must come in personally with a current picture ID to the Procurement Office to pick up their new card. No one else can do this except for the cardholder as they must sign the Training Certification Form.
• Cardholders should sign the back of the card and always keep it in a secure location. Cardholders can start using the card once they have activated it.

The Office of Procurement will automatically receive new cards every 2 years when the current card expires. Cardholders will need to complete the Purchasing Card Program Policies & Procedures e-Course and pass an assessment quiz in order to pick up their new card. *The course may be taken within 2 months of card renewal.

• Complete the Cardholder Agreement (PDF, ) and submit to the office of Procurement for processing.
• Upon receipt, emails will be sent to all applicants providing P-Card e-course training instructions. Each applicant must read the User’s Guide (PDF, ) , review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
• Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office. Make sure to use the subject line “Course Completion”.
• Once online training completion has been verified, cardholders will be notified by email that their card is available for pickup.
• Cardholders must come in personally with a current picture ID and their old P-Card to pick up their new card. No one else can do this except for the cardholder as they must sign the Training Certification Form.
• Cardholders should sign the back of the card and always keep it in a secure location. Cardholders can start using the card once they have activated it.

Cost Center Manager P-card Training Guide (PDF, )

Why use a Purchasing Card?

The P-Card makes small-dollar purchasing easy, saves time, reduces paperwork, and decreases the purchasing processing time.

Can I make personal purchases using the P-Card?

Personal purchases are not allowed. You may only use a P-Card to make purchases for College-related business. Please refer to the P-Card User Guide (Page 9) for a list of acceptable uses of P-Card or contact William Valentin at 240-567-5391 or Cherree Adams at 240-567-5285.

Who is eligible to apply for a Purchasing Card?

Permanent, full time or part time employees of Montgomery College who have responsibility within their unit for ordering supplies and services are eligible to obtain a Purchasing Card. Consultants, contractors, student assistants, temporary employees, or those as determined by the Director of Procurement, are not eligible for a Purchasing Card.  Exceptions will be considered, where justified.

What should I do if my card is lost or stolen?

It is the responsibility of the cardholder to report the loss of a P-Card immediately to M&T Bank Customer Service at 800-443-8671. M&T Bank representatives are available 24 hours a day, seven days a week. After the card is reported stolen, the cardholder is protected and cannot be held accountable for charges incurred on the lost or stolen card from that point forward. The cardholder must also immediately phone and report the lost or stolen card to the Procurement Office Purchasing Specialist, William Valentin at 240-567-5391 or P-Card Program Administrator, Cherree Adams at 240-567-5285.

Who do I contact in Purchasing regarding the Purchasing Card?

William Valentin at 240-567-5391, william.valentin@montgomerycollege.edu

The Corporate Card Program is intended to provide increased flexibility to a limited number of College staff for authorized travel and/or business-related expenses. The Corporate Card is used exclusively for reimbursable College related travel and/or other College business-related expenses. It may not be used for personal expenses.

The guidelines for use of the Corporate Card are derived from Board of Trustees policies and College travel procedures.

• Corporate Card Guidelines (PDF, )
  
  

The Supplier Invoice Request (PDF, ) module in Workday should be used when the department has received an invoice from a vendor for goods and services that they have purchased and received.  If supplier is not listed, you must submit a supplier request (PDF, ) and wait for confirmation that the supplier has been added.  For goods, the maximum amount is up to $4,999 for a single unit/item and up to $10,000 for services.   

Utilize Collegewide supply contracts for purchasing:

• Office products and supplies, custom stamps, promotional items, etc. – Rudolph's Office and Computer Supply (contract valid from 7/1/2020 thru 6/30/2025).
• College business cards & envelopes and stationery – Envelopes and Printed Products, Inc. is the current College vendor for printing business cards, envelopes and stationery with the contract period 11/6/2017-12/31/2022. 

Alternatively, if the department chooses not to use either of the direct purchase methods listed above, the department may complete a purchase requisition for any purchases of $10,000 or less. Procurement will then process the requisition for the department.

Montgomery College has created a centralized Amazon Business account that will streamline the way we do business with Amazon.  Work-related Amazon spending should be conducted through an official Montgomery College Amazon Business account.

Through Amazon Business, you will have immediate access to:

• Free standard shipping (5-8 business days) on eligible orders over $25
• Business pricing and quantity discounts on a growing selection of items
• Enhanced search and browse functionality
• Access to a specialized Customer Service team for business customers only

Everthing else you know and love about shopping on Amazon.com will remain 
the same.  If you are not already registered, please email procure@montgomerycollege.edu to request an invitation to join the Montgomery College Amazon Business Account.

Envelopes and Printed Products, Inc. is the current College vendor for printing business cards, envelopes, and stationery with the contract period 7/19/2023 through 7/18/2024.  Click here to see updated business cards & stationery price list (PDF, )

Business Card Orders
For College business cards, please visit the MyOrderDesk Online Ordering Systemnew window to create an account and order business cards. You will need a Pcard and your department or office budget account number to place an order.

Stationery Orders
For College letterhead and envelope orders, please submit a communications service requestnew window.  In addition, please complete an online requisition for your request. If you have any procurement-related questions, please contact Chiquita Haywood Manago at 240-567-5289 or via email at chiquita.manago@montgomerycollege.edu.

Custom nametags,nameplates and stamps can be ordered through Rudolph’s Office and Computer Supply.

Completed order forms for nametags (PDF, ) , nameplates (PDF, )  , or custom stamps (PDF, ) can be faxed to Rudolph’s at 410-931-4158 or emailed to orders@rudolphsupply.com.  Once the order has been processed a Rudolph’s Representative will email or fax an order confirmation.

* Rudolph’s will only accept credit card (P-Card) orders. If you do not have a P-Card you will need to submit a Purchase Requisition to procurement for processing.

Office of Central Facilities has standardized furniture, fabric type and color; frame colors, finishes on furniture; and manufacturer(s). Every request for furniture must be reviewed and approved by the Central Facilities Office prior to purchase.

This includes requests for:

• Moving of furniture from one office to another.
• Furniture re-upholstery.
• Alteration of existing furniture.
• Special requests not available from contract vendors, i.e., over-sized chairs, requests to accommodate a disability, etc.* (Farah Vivas at HRSTM)
• Whiteboards or porcelain boards.
• Cabinets or display cases to be attached to the wall.

All furniture orders are set up to be delivered directly to the requesting department’s location/project site. The College now utilizes the Mid-Atlantic Purchasing Team (MAPT) contract for furniture. The contract was awarded to multiple vendors, and expires on December 31, 2024.

The College has selected to use the following awardee(s) for the purchase of furniture:
Douron, Inc.
Point of Contact: Treasure Jefferson  and Keith Dively

Furniture order procedures:

• Requesting department shall obtain a written quote from the College’s furniture contractor listed above.
• The Requestor has to complete an online requisition form in Workday, and submit it for the required approval(s). The vendor’s quote and any diagram(s) must be attached to the requisition in Workday.
• The Online requisition will automatically be directed to Central Facilities and HRSTM (special request for accomodtion only) for review by the system.  Central Facilities receives and reviews the requisition in Workday by way of SPEND CATEGORY allocated in the Requisition.
• The requisition will not be available for Purchasing Agent until approved.
• Once the requisition is approved and received by Procurement, it will be assigned to the purchasing agent (George Varghese) for processing.  A Purchase Order will be generated and sent to the vendor and the requestor by email.
• If a submitted furniture request is not approved, please work with Central Facilities department for resolution.  
• In the case of office renovations or major projects, Central Facilities should be involved in the design from the start of the project.  If the project is partially funded by the State, the College is required to use state preferred vendor- Maryland Correctional Enterprises (MCE), unless the furniture cannot be provided by MCE.

*All furniture requests being submitted to accommodate ADA requirements must be accompanied by a physician’s note and sent to the Office of Human Resources and Strategic Talent Management via email to ADAACCOMMODATIONS@MONTGOMERYCOLLEGE.EDU . Rowena D'Souza, or Teresa Natera are the current contact persons for approval, prior to generating an online requisition in Workday. 

For information on purchasing technology, visit OIT’s website at https://info.montgomerycollege.edu/offices/information-technology/purchasing-technology/index.html