Purchasing (Internal)

Requisition Processing

• Completing an Electronic MMC Requisition Form
  • Provide vendor information in the designated field (including; name, address, phone number and email address).
  • Choose PO type:
    • Purchase Order
    • Blanket Purchase Order
    • Change Order:
      • Include PO or BPO number.
      • Amount on the Change Order should be the amount to be added to the current PO or BPO. Include the purpose for requested materials/services and any additional requests.
        
        Note: If this is the first time we are using a vendor, please attach a completed W-9 Form along with the submitted requisition, or provide an email address from the vendor so we can request the form.
  • Enter budget code being used to purchase goods/services. 
  • Include description and specification on goods/services being requested.
  • Enter the quantity.
  • Enter the unit cost. Note: The total will automatically calculate. 
  • Enter shipping and handling cost (if applicable). Note: The grand total will automatically calculate any shipping costs entered.
  • Enter the date.
  • Print initiator’s name, Division/Department chair’s name, and sign once you have printed the document. 

Please refer to the MMC Purchasing Manual for additional information including:

• • Approval Guidelines.
  • Encumbrance of funds prior to placing an order.
  • Accepted backup documentation to be submitted with requisition.
  • Bid Requirements and Exception guidelines.
    • Bid Policy Exception Form for goods/services under $50,000
    • Bid Policy Exception Form for goods/services over $50,000

You have the ability to save the MMC requisition form to your computer to use for future use by renaming the document.

Ordering Business Cards

• Complete one of the Supply Requisitions (attachment below) and include a Word document that includes the following for each for business cards being ordered:
  
  • Name
  • Title 
  • Phone Number
  • Mobile Number (if applicable) 
  • Social Media Handle (if applicable)
  • Fax Number
  • Email Address
    
    • Staff Business Card Link:
      
      • Order of 250
      • Order of 500
    • Executive Business Card Link (VP and above):
      • Order of 250
      • Order of 500
• Include in your order estimated shipping charges (either type ordered):
  • $8.25/per each 250 card order
  • $9.75/per each 500 card order

Name Badges 

• Complete the spreadsheet (attachment below) with name(s) in ALL CAPS and department in Upper And Lower Case text (Example: name: JOHN DOE, department: Administrative Services).
  • Name Badge Spreadsheet
• Email completed spreadsheet to Ebro Marrero and Maria C. Marzano.
• Upon receipt of your request, name badges will be reviewed and order placed.
• Once name badges are received they will be reviewed and given to your department.

Request for Printing and Bulk Mailings

• All large mailings including; printing of flyers, brochures, letters (over 50 pieces), must be approved by Institutional Advancement before it is folded and/or inserted, or mailed out.
  • Complete Bulk Mailing Form for each new mailing (over 50 pieces)
  • Forward the approved Bulk Mailing Form, containing Institutional Advancement’s approval, with new mailing to the Mailroom.
  • Copy of the Bulk Mailing Form and sample of the mailing will be maintained by Administrative Services for future mailing of the same request.
  • Mailing will then be folded and/or inserted as requested and mailed out. 

Bottled Water Delivery

• Contact Ebro Marrero and Maria C. Marzano
  • To increase/decrease water supply inventory
  • To schedule a professional water cooler cleaning by a Nestle Water technician (price for cleaning - $59.99 - recommended every six months).