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Tools & Resources

Procedures:  Job Aids, Manuals & Guidelines

Purchasing 101 – Requisition Buying Guide
Workday Job Aids (step-by-step guides)
PCard Manual
Bulk Mailing Procedures
ODP Office Solutions (formerly Office Depot) Ordering Process
How to Verify PCard Transactions for Self and Worker
How to Order from Accuplacer
Life Cycle of a Purchase Order

Quote Thresholds Revised 4/10/23

  • Up to $25,000: One (1) quote is required
  • $25,001 – $64,999: Three (3) quotes are required
  • $65,000+: Contact the Procurement Department

Supplier spend reports to help determine how many quotes will be required within this fiscal year.
* Internal Use Only - Users must be logged into the network or access via remote desktop in order to view.

Training Classes

Workday for Procurement

Workday Videos, Job Aids and Helpful Documents are available online.

 

View

Workday Job Aids
Purchasing 101 – Requisition Buying Guide

Schedule Training

Email the Procurement Department.

Office Depot/ODP Business Solutions

ODP Business Solutions (formerly Office Depot) orders begin in Workday as a standard requisition, using the option "Connect to Supplier Website." See Workday Job Aids for detail about entering a requisition.

View

Workday Job Aids

Schedule Training

Email the Procurement Department.

Pcards

All new PCard users are required to attend a mandatory 30-minute training session prior to receiving a PCard. Refresher courses are also available.

  1. Download, complete and sign a Cardhold Agreement.
  2. Schedule your training.
  3. Print a copy of the PCard Manual and bring to your training session.

Schedule Training

Kathya Meighan  561-868-3621
Credit Card Administrator

Purchasing Office Location: Lake Worth Campus | PS100 (Printshop) Building

4200 Congress Avenue, MS# 27
Lake Worth, FL 33461-4796 
Phone 561-868-3459

 

 

Forms, Applications and Reports


Accuplacer/College Board Ordering Form
Bulk Mailing Form
Federal Award/Grant Micro-Purchase Self-Certification
Hardware/Equipment Request
Name Change from PBCC to PBSC
Credit Card Application (PCard and TCard) Request
Credit Card (PCard and TCard) Temporary Card Increase
Purchase Order for Commodities and Services Terms and Conditions
Public Entity Crimes Form
Surplus Property Disposition Form
Report of Internal Transfer of Property Form
Tax Certificate of Exemption (Palm Beach State College)
Supplier Application 
W-9 Form (Palm Beach State College)
Purchase Order Archive - POs Prior to 2018 (PO Detail)*
Purchase Order Archive - POs Prior to 2018 (PO Header)*

* Internal Use Only - Users must be logged into the network or access via remote desktop in order to view.


Contracts

Contracts requiring signature should be emailed to the Procurement Office to begin the approval process. Allow 14 days minimum for review.

Consultant Agreement - Services valued at $65,000+
Consultant Agreement - Services valued at $64,999 or less
Performance Agreement
Food Truck Supplier Agreement
Agreement for Temporary Use of College Facilities

 

Cooperative Contracts/Piggyback Agreements

A Piggyback or Cooperative Agreement is an agreement that has been competitively awarded and/or contains language or legal authority allowing other entities, i.e. the college, to utilize the agreement without the need to secure quotes or formally bid.

Log of Cooperative Contracts/Piggyback Agreements Revised 12/6/23

 

Frequently Asked Questions

  • Contracts/Agreements FAQ

    Contracts that require approval and signature by the college.

    Before requesting a signature, have you followed the required procurement process (Purchasing 101 – Requisition Buying Guide)? Once all requirements have been met, have the supplier sign the contract first. Email the signed contract to the Procurement Office at purchasing@palmbeachstate.edu. Your contract will be submitted to the Vice President of Finance & Administration for signature, then returned to you. Once fully executed, attach it to a Requisition in Workday to request an order for the services and/or goods.

    When typing a Performer Agreement, can I use the owners name instead of the company name?

    The performer's name must match exactly the name as it appears on their supplier application and W-9 or the agreement will be rejected. The registered supplier name will be listed in Workday.

    Do I need a Performer Agreement for a no-charge ($0) performance?

    Yes. For liability purposes, a Performer Agreement is needed anytime any outside entity comes onto campus.

  • PCard FAQ

    Please view the PCard web page for more information

  • Technology FAQ

    Can I buy an app from a Windows App Store?

    Windows app stores do not accept purchase orders. If a department requires an app that is offered
    only through one specific Windows App Store, then I.T. must make that purchase. The requesting department will budget transfer the funds to I.T. so the purchase can be made. Contact the I.T. Service Desk for more details.

    How do I buy a USB (thumb) drive?

    The Information Technology department maintains a list of College Standard Hardware Items, including USB drives and can assist your with the selection best suitable for your situation.

    Once selected, you will need to reach out to Purchasing to request a quote. Purchasing will obtain the quote, send it to you and you will need to enter a requisition in Workday.

    How can I get a used/recycled USB drive?

    Contact the I.T. Service Desk .

    What is the process to order a technology-related item for my computer or other device?

    The Information Technology department maintains a list of College Standard Hardware Items and can assist you with the selection best suitable for your situation.

    Once selected, you will need to reach out to Purchasing to request a quote. Purchasing will obtain the quote, send it to you and you will need to enter a requisition in Panthernet.

    I need a new fax machine. Is there a certain model I'm required to purchase?

    Yes, I.T. has identified a particular brand and model that is required for college use. Contact the Purchasing Department to request a quote for a new fax machine. 

  • Miscellaneous FAQ

    How do I order a fire extinguisher for our office?

    Contact the Chief Fire Official in the Facilities Building Department for prior approval of need and specific extinguisher type. Any new extinguishers must be added to Facilities' certification list and will require monthly inspection by Security and annual testing. Once approved, obtain a quote then place your order by entering a requisition or purchase using a PCard.

    Where do I order letterhead and envelopes with a College return address for my specific campus (other than Lake Worth)?

    Letterhead and envelopes with a campus-specific return address must be ordered directly from the College Print Shop (1-3463).

    May I receive personal shipments at the College even though I have paid for the shipping?

    No, personal shipments may not be received at the College; if they are, any costs will be personally reimbursed to the College by the individual. For details see Information Guide for College Departments - Warehouse

    Can I buy bandages or a first aid kit anywhere?

    Departments may purchase first aid kits and supplies from any reputable supplier, subject to applicable PBSC procurement policies, by the most cost effective and/or efficient means (i.e. PCard, Blanket Purchase Order, etc.). The contents of each first aid kit should follow the recommendations contained in ANSI Z308.1-2009. Oral medications such as aspirin or ibuprofen are prohibited. Be sure to read First Aid Kit Program manual provided by the office of Safety and Risk Management, for further details.

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