Doing Business with Us
LSCS Purchasing strives to conduct Procurement processes in an ethical and fair manner providing equal opportunity to all prospective vendors.
We award contracts through the formal competitive process (Bids), through the quote process or through the utilization of purchasing cooperative contracts.
The procurement system in the People Soft ERP (iStar) is based on categories (commodities) determined for each type of goods or services that LSCS procures. Each Commodity Manager is assigned a number of categories and they are the main contact in purchasing for requestors and users for their assigned commodities.
Suppliers who wish to do business with the college must first register in iStar as a Sourcing Bidder.
Once a Supplier has registered in iStar, and a bid opportunity arises, an email is sent automatically to the Supplier based on their commodity registration.
Bids and informal quotes are processed electronically in the People Soft ERP (iStar).
Our Purchasing Process
The traditional steps involved in a purchase include:
- Identify a need to buy goods or services
- Verify budget is available
- The purchasing method is determined by the value of the purchase (dollar thresholds)
- Requestors/approvers process an electronic requisition or a contract in the iStar System
- The transaction is electronically routed to the assigned Commodity Manager
- The Commodity Manager reviews the information and issues a Purchase order to the Supplier
- The goods or services are received by the requestor
- Invoices are sent to the Accounts Payable Department and paid upon verification
- Purchasing discrepancies are resolved by the Commodity Manager, the Supplier and our requestors
Purchasing Policies and Procedures
"No Gift" Policy
Lone Star College (“LSC or the College”) employees are not allowed to accept gifts from vendors. This includes paying for meals.
If you customarily send a token of appreciation to your customers during the holiday season, the College asks that you please not send any item to LSC employees or offices.
There are many worthy organizations in our community that would be happy to receive such items, and will be able to see that they go to people in need. Your assistance is appreciated.
One Card Policies
LSCS utilizes the Procurement Card (One Card) Program to conduct small dollar transactions (under $5,000) and for travel and expenses, as identified in the One Card procedure.
One Cards are issued to requestors, upon receipt of the employee’s supervisor’s approval.
Requestors may order goods utilizing a One Card and pay for goods upon ordering. Employees who utilize the One Card process are also required to submit a reconciliation of One Card charges, in order for those charges to become expenses in the appropriate budget. It is important to do this in a timely fashion in order to provide requestors updated and accurate budget information.
Examples of items that cannot be purchased with a One Card include: personal expenses such as fuel, alcoholic beverages, ATM cash or personal gifts, toner cartridges, Staples/VWR purchases, services.
In addition, purchases of software/hardware require prior approval from OTS.
Approved Purchasing Cooperatives
In addition to our competitively bid contracts, we also utilize vendor contracts that have been awarded through approved purchasing cooperatives. When procuring goods or services using a purchasing cooperative contract, request that the vendor reference the applicable contract on their quote and that the provisions of the contract are included.