The Business Office is responsible for the purchasing functions of the College. Generally, department representatives may initiate purchases covered by funds approved in their budgets.
Cabrini's goal in purchasing is to procure goods and services that meet community needs in a timely, efficient, and properly controlled manner in adherence to standard business practices and requirements for the expenditure of government grants.
The Business Office fulfills this responsibility by educating the community about "best procurement practices," managing College purchase orders, and enforcing the policies and procedures of the College.
Hospitality House Request Form PDF
Purchasing Card Application PDF
Purchasing Card Missing Receipt Form PDF
Purchase Requisition PDF
Surplus Equipment Disposal Form PDF
Tax StatusCabrini College is classified as a non-profit educational institution and, as such, is exempt from the Pennsylvania Sales & Use Tax, unless otherwise noted in the tax laws. Most other states allow their merchants to honor this exemption. However, some states require tax payments for goods and services.
To take advantage of this status, payments must be made directly to the supplier from the supplier's invoice. The College will not reimburse individuals for sales tax in excess of $5.
Stationery and SuppliesOrder letterhead or envelopes at www.jrfinio.com.
Order supplies from Office Depot online at www.business.officedepot.com
Materials & Equipment
Less than $100 in value: The College gives you two ways to procure items totaling $100 or less.
Between $100 and $2,000: Use a College issued purchasing card
$2,000 or more: A purchase order is required for purchases greater than $2,000 not listed as a following exception, which should be charged on a College-issued purchasing card. These include but are not limited to:
Contact the Business Office with any questions about these exceptions or others not listed.
Purchase OrdersThere are three reasons for using purchase orders.
To use a purchase order, fill out a Purchase Requisition, adhering to the "Approval Requirements" noted above. The Business Office generates the purchase order and faxes it to the supplier.
Open Purchase OrderBy using an Open Purchase Order, you have created an encumbrance in the accounting system that will decrease as invoices are received against the purchase order number. Open purchase orders should only be used for contracts that are being charged to one account, such as a monthly fee.
Authority to RequestitionVice Presidents are responsible for adherence to their departmental budgets. Approving purchase orders is one method for monitoring departments’ expenditures. Although it may be delegated, the authority to approve requisitions and requests resides with each Vice President.
Requisitioner’s Responsibilities Effective purchasing requires a joint effort by faculty, staff members, and Accounts Payable. To achieve the goal of providing a high level of service to all departments, the following basic procedures should be followed:
Approval In order to provide appropriate financial control over the expenditure of College funds, a system of approval levels has been established.
Budgeted capital acquisitions require the approval of the Divisional Vice President and the Controller’s Office before forwarding. Capital acquisitions over $25,000 require the approval of the Vice President for Finance.
Computer-equipment purchases require the approval of the Information Technology Resource Department prior to processing.
All contracts (equipment lease or rental, services, etc.) require budget approval and must be processed through the Vice President for Finance.
Bidding Cabrini College encourages competitive bidding whenever possible, especially if the value of the purchase exceeds $1,000.
Please provide documentation of that bid process, including copies of all unsuccessful bids.
Purchases of $5,000 or more require two competitive bids or a letter explaining why competitive bids were not possible or feasible.