Request for the Disbursement of Funds
All requests for the disbursement of funds must be made through the use of a purchase order or check request.

     Purchase Orders
    The purchase order system should be used whenever possible. This process has     been designed to provide the necessary supplies, equipment and services to support     the goals and objectives of your department while maintaining control over     expenditures. All purchase order requisites should originate with the department or     cost center having the need for goods, services or equipment. A purchase order     requisition form should be generated on the system and signed as per the signature     schedule. The requisition should then be forwarded to the Purchasing Office for final     approval and release for printing. Under our current system, the Purchasing Office will     generate a purchase order after you properly enter the requisition into the system and     secure the necessary signatures. Every effort should be made to deliver the     completed requisition to the Purchasing Office prior to noon to ensure a 24-hour     turnaround. The purchase order will then be distributed based on your disposition     instructions. For additional information, please contact Purchasing Specialist,
    Laurie Czulno by e-mail or at (708) 210-5757.

    Check Request

   When a purchase order has not been used, a check request should be used to initiate    payment. Typically, check requests will be used to pay for services that are not easily    procured by purchase orders i.e.: formal contracts, invoices for professional services,    rent, utilities, small expenditures, etc. Whenever possible, a purchase order should     be used.

     - When a check request is used, it must be completed, and signed according to the        signature schedule and sent to the Business and Accounting Office for processing.        The original invoice and other supporting documentation must be attached to the        check request. Quantities, extensions and additions should be checked on all        invoices before being processed. For travel, meetings, and mileage reimbursement, a        travel expense report should be completed. More details are available in the Travel        Policies and Procedures Guide. Upon receipt of your check request and supporting        documents, payment will be processed and will be made directly to the vendor        following approval by the board of Trustees at their monthly meeting. For additional        information, please contact Accounting Manager, Peggy Bette by e-mail or at (708)        596-2000 ext. 2218.

     Imprest and Trust & Agency Checks
    Disbursement through imprest or trust & agency funds require that a check request be     completed and approved according to the signature schedule. A separate check     request should be used for each disbursement and supporting documents must be     attached. Imprest payments are typically used to pay subscription invoices, freight     bills, club expenses, payments to officials for athletic events, athletic team travel     funds, travel advances, and conference registrations. Hotel reservations and      automobile rentals are to be made though the purchase order process. Because     the imprest fund is limited, the maximum disbursement will be limited to $500. For     additional information, please contact Financial Specialist, Irene Ramirez  by e-mail or     at (708) 596-2000 ext. 2214.

     - Please allow 48 hours for the processing of Imprest and Trust & Agency Fund        request.

     Petty Cash
    Reimbursements from petty cash require that a petty cash voucher be filled out in ink     and approved by an authorized administrator. A separate voucher should be used for     each reimbursement and supporting documents must be attached to the voucher. The     payroll department in Business & Accounting will handle these request for     reimbursement.

     - Reimbursements are limited to $10.
     - Sales tax will not be reimbursed.

Signature Schedule
When an administrator or cost center director affixes their signature to a purchase order requisition, check request, or other request for disbursements, they are verifying that it is in accordance with Board policies, applicable laws, and that there are sufficient funds in the budget to cover the expenditure. The administration has the authority and responsibility to deny a disbursement if the expenditure does not conform to Board policies and applicable laws.

- All purchase order requisitions, check requests, and other request for disbursements   must be approved and signed according to the following schedule:

Amount	Signatures Required
Under $200	One administrator
$201 to $2,000	Two administrators or One VP/Treasurer/President
$5,001 to $14,999	Two administrators or One VP/Treasurer and the President

                      
- Expenditures of Trust & Agency funds must be approved according to the organizational   by-laws of the club, and bear the signature of the sponsor.

- The Purchasing Agent or his/her designee will sign all purchases orders.

- All South Suburban College checks will bear two signatures from the facsimile plate. In   case of an emergency or when the facsimile plate is not readily available, the Treasurer   is authorized to be the sole signer on Imprest and Trust & Agency checks.

- For travel requests and travel expense reports, please refer to the Travel Policies and   Procedures guidelines.

Vendor Information
A vendor is defined as a company or individual (other than College employees) who provides goods or services for the College.

Any and all vendors (except those qualified by the State of Illinois Purchasing Contract) shall comply with this policy.

Companies or individuals desiring to sell goods and/or services to the College shall from time to time, be required to furnish information and complete forms relative to state and federal law. This information shall be kept on file in the Business and Accounting Office. Information to be furnished shall include, but not be limited to:

1. The type of business (sole proprietorship, partnership, corporation, etc.) and     identification of the owners.

2. Certification of non-violation of Illinois Compiled Statutes, Citation 720 ELKS 5/33E-3     and 5/33E-4, which prohibits colleges from awarding contracts to vendors convicted     of bid-rigging or bid-rotation.

3. Certification of non-violation of the Illinois Human Rights Act.

4. Certification of non-violation of the Prevailing Wage Act.

5. Maintenance of policies in compliance with the Drug-Free Workplace Act, and the     prohibition of sexual harassment.

6. Request for Taxpayer Identification Number and Certification form - Internal Revenue     Form W-9.

A vendor list will be prepared by the office of the Treasurer and reviewed annually.

Discretionary Purchases
Each department to the College has the option of choosing the vendor(s) from whom they wish to order supplies and/or services that are not governed by bidding regulations. Therefore, it will be necessary for you, or your representative, to contact each department on an individual basis to introduce your company and it's products or services.