Processing Class Codes



Regular Orders

Print the attached Purchase Order for your files. The Purchasing Department considers all Regular Orders completed at the Cost Center Level. Completed Regular Orders should be faxed, emailed or called into a vendor at the Cost Center Level. A Purchase Order cannot be completed at the Cost Center Level if a Buyer cannot locate a Vendor ID in the Banner System or when the order exceeds the Buyer Limit of $5000.00. If a Purchase Order cannot be completed, a Purchase Requisition should be processed. The Purchasing Department will complete the ordering process after the Purchase Order has been created. If the Vendor’s ID is not in the Banner System, the Cost Center should email requisition number and vendor name to someone in the Purchasing Cost Center.  Vendor's order address, phone number and fax number to the Purchasing Department.  No personal information should be emailed, faxed or sent interoffice to the Purchasing Department.

Travel/ Employee Reimbursement/ Check With/ Service Orde/ Confirming Order

Print the attached Purchase Order for your files. Send supporting documentation for travel related Purchase Orders to Ann Dawson. Send all other supporting documentation to the Purchasing Department. Supporting documentation should be clearly marked with the corresponding Purchase Order Number.

Upon receipt of supporting documentation, Ann Dawson/Purchasing Department will forward your respective Purchase Order to Accounts Payable for payment.

Blanket Orders

Print the attached Purchase Order for your files. Send supporting documentation clearly marked with the applicable Purchase Order number to Accounts Payable.

State Award Orders/Massachusetts Higher Education Consortium (MHEC)

Print the attached Purchase Order for your files. The Purchasing Department considers all State Award and MHEC Orders completed at the Cost Center Level. The State Award Contract Number and Line Item Number should be included on the Purchase Order.  MHEC Contract Number should be included on the Purchase Order to ensure appropriate contract discount will be applied.  Completed orders should be faxed, emailed or called into a vendor at the Cost Center Level.

A Purchase Order cannot be completed at the Cost Center Level if a Buyer cannot locate a Vendor ID in the Banner System or when the order exceeds the Buyer Limit of $5000.00. If a Purchase Order cannot be completed, a Purchase Requisition should be processed. The Purchasing Department will complete the ordering process after the Purchase Order has been created. If the Vendor’s ID is not in the Banner System, the Cost Center should call the Purchasing Office with Vendor Information.

Bid/Quote Order

In most cases the Purchasing Department will contact the Cost Center Manager with the bid results. The Cost Center will create a Purchase Order according to the bid results. The Bid Number should appear on the Purchase Order.

Print the attached Purchase Order for your files. The Purchasing Department considers all Bid/Quote Orders completed at the Cost Center Level. Completed Bid/Quote Orders should be faxed, emailed or called into a vendor at the Cost Center Level.

A Purchase Order cannot be completed at the Cost Center Level if a Buyer cannot locate a Vendor ID in the Banner System or when the order exceeds the Buyer Limit of $5000.00. If a Purchase Order cannot be completed, a Purchase Requisition should be processed. The Purchasing Department will complete the ordering process after the Purchase Order has been created. If the Vendor’s ID is not in the Banner System, the Cost Center should call the Purchasing Office with Vendor Information.

Stipends

In most cases the Cost Center will create a Requisition. A list of the recipients will be emailed to the Purchasing Department with only the last four digits of their Social Security Number's.  The Purchasing Department will create Purchase Orders for each recipient.

Print the attached Purchase Order for your files.

Guest Speaker/Art Models

Print the attached Purchase Order for your files
The Purchasing Department considers all Guest Speaker and Art Model Purchase Orders completed at the Cost Center Level.

If there is a written agreement for services the Class Code is a Service Contract.  A Purchase Order should not be processed. The Cost Center should contact the Purchasing Office for further instructions. See Banner Class Code definition of Service Contract.

A Purchase Order cannot be completed at the Cost Center Level if a Buyer cannot locate a Vendor ID in the Banner System or when the order exceeds the Buyer Limit of $5000.00. If a Purchase Order cannot be completed, a Purchase Requisition should be processed. The Purchasing Department will complete the ordering process after the Purchase Order has been created. If the Vendor’s ID is not in the Banner System, the Cost Center should contact the Purchasing Department.

Service Contract

If there is a written agreement for services the Class Code is a Service Contract.  A Purchase Order should not be processed. The Cost Center should contact the Purchasing Office for further instructions. The Purchasing Department will send to the vendor The Commonwealth of Massachusetts Standard Contracts to be completed.
Print the attached Purchase Order for your files.
The Purchasing Department will send the Cost Center a copy of the bilaterally signed Commonwealth of Mass Standard Contract. This should be attached to the Purchase Order for your files.

Lease Order

There should be a written agreement for services. A Purchase Order should not be processed. The Cost Center should contact the Purchasing Office for further instructions. The Purchasing Department will send to the vendor The Commonwealth of Massachusetts Standard Contracts to be completed.
Print the attached Purchase Order for your files.
The Purchasing Department will send the Cost Center a copy of the bilaterally signed Commonwealth of Mass Standard Contract. This should be attached to the Purchase Order for your files.

Emergency Order

Print the attached Purchase Order for your files. The Purchasing Department considers all Emergency Orders completed at the Cost Center Level. Completed Regular Orders should be faxed, emailed or called into a vendor at the Cost Center Level. A Purchase Order cannot be completed at the Cost Center Level if a Buyer cannot locate a Vendor ID in the Banner System or when the order exceeds the Buyer Limit of $5000.00. If a Purchase Order cannot be completed, a Purchase Requisition should be processed. The Purchasing Department will complete the ordering process after the Purchase Order has been created. If the Vendor’s ID is not in the Banner System, the Cost Center should contact the Purchasing Department.

Last Modified: 6/10/16