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Gadsden State Community College

Financial Services

Purchase Order Approval


The Computer Center will print a purchase order the next business day after the requisition is entered and updated.  The Purchasing Agent receives the purchase order to process for approval.

    The Purchasing Agent confirms that any required documentation has been received and checks for bid accuracy.  The Purchasing Agent contacts the Budget Manager if there are questions about the purchase order, if documentation is needed or if budget revisions are required.  Purchase orders requiring further information are held in a pending file until all required information is received.

    A purchase order using grant or grant matching funds is reviewed by the Grants Manager for proper grant compliance and returned to the Purchasing Agent.

    Once all required information is received, the purchase order is signed by the Purchasing Agent denoting approval by the College to purchase the goods and/or services.  At this time, the purchase order can be distributed and the order for goods or services can be placed.

    All those involved in approving purchases will process approvals as quickly as possible.  However, when employees are on leave or away from campus, additional time may be needed.  Please keep this in mind and allow ample time for purchases to be approved.

PURCHASES IN EXCESS OF $10,000

The President or the appropriate Cabinet Member must approve purchases over $10,000.

The procedure is as follows:

  • Budget Manager keys requisition.
  • Purchase order prints the following morning.
  • Purchasing Agent forwards signed non-grant purchase orders $10,000 or over to applicable Cabinet Member.  (All grant purchases are approved by the Cabinet Member.)
  • Presidential approval is required for purchase orders $10,000 or over for administrators other than Cabinet Members reporting directly to the President.
  • If approved, President/Cabinet Member initials purchase order, mails vendor copy, and forwards other copies to Budget Manager.
  • If not approved, President/Cabinet Member will so note on the purchase order and return to the Purchasing Agent.  Purchasing Agent will cancel the purchase order.  The Purchaing Agent will notify the Budget Manager by e-mail or forward a copy of the canceled purchase order by hand mail.


PURCHASES IN EXCESS OF $25,000

Purchases $25,000 and over must be approved by the president.

The procedure is as follows:

  • Budget Manager keys requisition.
  • Purchase order prints the following morning.
  • Purchasing Agent forwards purchase orders $25,000 or over to the President.  (All grant purchases are also approved by the Cabinet Member.)
  • Presidential approval is required.
  • If approved, President initials purchase order, mails vendor copy, and forwards other copies to Budget Manager.
  • If not approved, President will so note on the purchase order and return to the Purchasing Agent.  Purchasing Agent will cancel the purchase order.  The Purchaing Agent will notify the Budget Manager by e-mail or forward a copy of the canceled purchase order by hand mail.