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Kalamazoo College
(c)CMcGuireKSpr2011_0016 (2)

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: Fiscal Year End/Prepaids

14-15 Invoices/Expense Reimbursements:  Invoices and reimbursements for services incurred or items received by June 30, must be submitted to the Business Office by July 7, so that they can be paid in the 14-15 fiscal year.  Reimbursements dated in 14-15 fiscal year, not submitted by July 7th, cannot be reimbursed.  For example, you submit a completed expense report on July 8, with receipts dated on or before June 30, they cannot be reimbursed.

15-16 Pre-Pay:  Invoices and reimbursements submitted before June 30, for services or travel that take place in the fiscal year 15-16, will paid from a prepaid account in 14-15 and charged to your budget in 15-16.  For example, if you submit an invoice in May 2015 for a membership that goes from July 1, 2015 to June 30, 2016, the membership will be paid in May from a prepaid account.  In July the charge will moved from the prepaid account and be applied to your budget for 15-16. 

Travel That Crosses Fiscal Years:  If you are traveling for College business at the end of June and will not return until July or later, please contact the Business Office before you leave to make arrangements for your expense reimbursement.

This is reviewed by external auditors and compliance is mandatory. 

*Receipts older than 90 days cannot be reimbursed.

Not Reviewed