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Kalamazoo College

Purchasing Policies

To better serve the campus community, the College has established a series of cost saving policies and procedures for the most commonly purchased goods and services.  

The object of these policies is to:

  • Competitively bid more goods and services to achieve the best price and quality of service
  • To reduce the number of vendors used to purchase the same products
  • To reduce the number of check requisitions that are processed and the number of checks written
  • To reduce late fees, missed cash discounts, and sales tax payments
  • To increase the use of purchasing consortiums to take advantage of volume discounts
  • To establish clear guidelines and uniform purchasing practices throughout the campus community.

Please see the Procedures section on Requesting a Purchase Order

Purchasing: Meals

Expenses related to meals provided in conjunction with College meetings and events are reimbursable.  Requests for reimbursements should include the business purpose of the meeting or the name of the event, the names of the participants (or name of the group if the number of participants is large), the date and location of the meeting or event, and the original receipt for the meal expenses being claimed.  Meal tips should be included in the claim for the meal and not listed separately and should not exceed 20%.*

For meal expenses while traveling with an overnight stay, see the Meals and Other Expenses section under the Travel Policy section.

Due to IRS regulations, the College is unable to reimburse individual meal expenses related to travel that does not include an overnight stay.

*per CNN Money and Emily Post tips for meals should be 15% pre-tax for adequate service and 20% pre-tax for exceptional service. 

Not Reviewed