Campus Customers

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  Procurement Card Procedures

  The Lansing Community College Card Purchasing Program is for official business purchases and is designed to provide a convenient process with which to make travel arrangements and small purchases. Each Cardholder is responsible for all purchases made on their card and the security of the LCC Card. The LCC Card is not linked to the Cardholders personal credit rating.

  How to obtain an LCC P-Card

  LCC Cards will be available to College employees based on a position’s purchasing responsibilities. Any employee who travels, requisitions or purchases supplies and approved contracted services is a prime candidate to receive the LCC Card. P-Card candidates are identified based upon these specific circumstances:

  • Employees who travel regularly or responsible to coordinate travel arrangements for department employees.
  • Employees managing specific site programs (general maintenance supplies i.e. Physical Plant, repairs, supplies, tools, safety supplies, uniform rentals, etc.).
  • Employee who procure office supplies, small dollar repetitive purchases.
  • Any employee whose job responsibilities generate small dollar purchasing activity.

  Please Note

  • LCC Cards are issued to authorized individuals and purchases are expensed to the appropriate account number. Although the Cardholder is responsible for the card, the Cardholder does not pay the bill. All credit card charges are paid on a monthly consolidated direct bill charged to the College from Chase.
  • Payment status of this card will not impact the Cardholder’s personal credit status. All approved transactions on the LCC Card are the College’s liability.
  • When placing an order, use the below billing address:
    309 N Washington Square
    Suite 203 
    Lansing MI 48933

  LCC Card Request LCC Cardholder Guide Allowables and Non-allowables

  What to do if your card is declined

  1. Check your credit card balance.
  2. Check to make sure all credit card information was entered correctly.
  3. LCC Cards have embedded limits and merchant code category restrictions. Each time the LCC Card is used, the vendor is required to obtain authorization from the credit card/banking network. This ensures that the purchase is within program controls and limits established to safeguard against possible unauthorized purchases and fraudulent use. If your card is declined for an item that is not on the LCC approved merchant code list contact Lisa Pearce with the Financial Services Division. 

  Disputing Charges

  The Cardholder should contact the vendor for any erroneous charges, disputed items or returns. Disputed charges can result from failure to receive goods, use of the card by an individual other than the Cardholder to commit fraud, altered charges, defective merchandise, incorrect billing, duplicate charges, or credits not processed. The Cardholder should contact the vendor first to resolve any outstanding issues.

  If a cardholder suspects a fraudulent charge they should contact the LCC Card Administrator and report unauthorized charge to the Fraud Department at (800) 316-6056. The LCC Card has been compromised and needs to be shut off immediately. A new card will be issued by Chase. The cardholder will need to fill out a dispute form for the fraudulent charge.

  Item(s) should be returned directly to the contractor by whichever means the contractor requires. Cardholders are responsible for verifying that the proper credit is applied to the LCC Card account.

  When there is a problem with an LCC Card purchased item, the Cardholder should contact the vendor:

  1. Confirm return policy.
  2. Confirm approval for return (If the contractor gives you a Return Authorization Number or a name, be sure to reference this on the Work Request Form.)
  3. Confirm shipping address
  4. Confirm preferred method of shipment
  5. Request a credit to LCC Card account
  6. Verify credit appears in Concur Expense Reporting
  7. If item is returned due to contractor error (i.e., damaged item, wrong item received), contractor should pay for return shipping and arrange to have the item picked up and returned.
  8. Returns that require mailing or shipment are initiated with a Work Request that include:
     
     
     • Vendor's name
     • Address
     • A brief description of items being returned
     • Reason for return
  9. Receiving personnel will pick up the item(s) being returned (or you may drop off at Receiving in the Gannon Building) as well as being able to track shipment through to delivery to the vendor.

  All returns are managed using this process; however, if agreement is not reached, a dispute should be initiated.

  The Dispute Form is included in this packet and the completed form is emailed to the Chase Commercial Card Dispute email located at the bottom of the form. When emailing the form you need to place the last four numbers of your LCC Card in the subject line. A dispute must be submitted within 60 days from the initial statement date when the charge occurred. The disputed charge will be researched further by Chase. Resolution may take between 120 to 180 days. Disputed charges must be reconciled with their credit charge. Cardholder must communicate to Payables when a charge is being disputed.

  Lost Receipts

  Make every effort to obtain a copy of the missing receipt. If a duplicate is not possible, please contact Financial Services-Accounts Payable Department at 483-1732.

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  Independent Contractors/Guest Speakers

  A guest speaker is considered an independent contractor (IC). It is important to talk with your assigned Buyer before making any agreement with an independent contractor or a guest speaker about their service fee, honorarium, and/or travel fee reimbursement. The assigned Buyer will work with the independent contractor and/or guest speaker to ensure that their travel plans, fees, and honorarium amount(s) adhere to the College’s Purchasing and Travel guidelines.

  Helpful Steps

  1. The IC/guest speaker must supply Purchasing and the Department’s Lead Support with their current W-9 form. This form is located via the Purchasing Webpage under Contractor Information. The IC/guest speaker can upload their W9 directly to Purchasing through the web link.
  2. The Department’s Lead Support must complete an Independent Contractor Request (ICR) form (W-9 form must be attached to this request). This form must be completed and fully approved PRIOR to the College receiving agreed upon services. This form is located via the Purchasing Webpage under Campus Customer Information.
  3. The Department’s Lead Support will create a Requisition once they receive the agreed upon fees (quote or agreement) from their assigned Buyer and the ICR form is approved.
  4. The IC/guest speaker will coordinate their own hotel and/or flight accommodation following the College’s guidelines and per diem rates. These fees must be included on the IC/guest speaker’s invoice and submitted to FS-APPAYABLE@star.lcc.edu in order to be promptly reimbursed. 
     1. The IC/guest speaker may use an online template to create an invoice if they do not have invoicing software.
     2. Detailed travel receipts should be included with the invoice.  Any travel expenses to be reimbursed without detailed receipts will be subject to 1099 reporting.
     3. Travel reimbursement cannot be paid in advance. All fees and reimbursements will be promptly paid through the Accounts Payable Department once an invoice is received and services are completed. 
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  Forms

  • Change Order Request Form
  • Contract Signature Request Form 
  • Contract Performance Review Form
  • LCC P-Card Request Form
  • Credit Limit Change Request Form
  • Independent Contractor Request Form
  • Information Technology Request/Approval Form
  • Internal Vendor Demonstration Request Form
  • Non-Competitive Purchases Form (No-Bid, Sole Source, Sponsorship, etc.)
  • New Project Request Form
  • Fiscal Year Cutoff Requisition Request Form
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  Returns

  For purchases made using the LCC Card, the Cardholder is responsible to reach an agreement with a vendor when there are problems with item or service purchased. Each Cardholder is responsible for verifying that the credit appears on the account. When purchased items need to be returned for any reason, contact the vendor to confirm approval for return, confirm delivery address and preferred method of shipment, request a credit to the LCC Card account.

  For items purchased using Banner please contact Purchasing at B-Ops-Purchasing@star.lcc.edu or 517-483-1785.

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  Contractor Performance

  The Purchasing Department recognizes outstanding Contractor performance, as well as Contractor performance issues. If a department has received outstanding service from a Contractor, where the Contractor has performed above and beyond the expectations of the contractual agreement, and you would like that Contractor's performance recognized or if there is a Contractor concern that a department needs assistance with resolving please complete the Contractor Review Form and email it to B-Ops-Purchasing@star.lcc.edu. To assist in evaluating a Contractor please follow the guidelines below:

  • Inspect goods and services as soon as possible after delivery
  • Promptly accept or reject goods or services
  • Document excellent service/products and noncompliance issues

  Please contact Purchasing at 517-483-1785 if you have any questions.

  Contract Review Form

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  Contracts

  Much of what is bought through the Purchasing Process has terms and conditions or a contract to be signed or agreed to in order to purchase an item or service. Things such as software, large equipment, services, speakers or performers, maintenance and vehicles. A contract here refers to any agreement, Purchase Order, terms and conditions, or anything that creates an obligation or liabilities on behalf of the College.

  Though there are very few positions at the College that can sign a contract it is the responsibility of the departments to understand the contract(s) the College is agreeing to that may affect their department (s) or division.

  Before sending a contract for review the department or division initiating the contract is responsible for conducting a preliminary review.

  • Is the contract clear and consistent
  • Does the contract accurately reflect the intentions of the parties
  • Is the contract consistent with the College mission and strategic goals
  • Is it in the best interest of the College
  • Does it provide a provision for LCC's tax exempt status
  • Does it contain auto renew language
  • Does it contain requirements the College cannot comply with
  • Does it have warranty, return or product protections

  If as part of the bidding or quote process a contract is part of the terms of purchase, the Purchasing Department will send the contract to the Department/Division for review first before moving forward with a purchase.

  Once a department or division has read and agrees to a contract, a Contract Signature Request must be filled out and sent to the Purchase Department. The Purchasing Department will review the contract and may have questions for the Contractor or LCC department/division before the Purchasing Director signs.

  Only individuals employed by the College in the following positions may sign a contract on behalf of the College: President, Senior Vice President, Chief Financial Officer, and Purchasing Director.

  A Purchasing Contract Signature Request Form must be completed when a contract signature is needed to complete the purchase of goods and services. This form can be completed through the Forms section above.

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  Maintenance and Repair

  For all Konica Devices on campus please call the Help Desk or put a 5 Star Request in.

  The College has an annual service with JCR Business Equipment Company to serve all typewriters on campus. To call in equipment for repair:

  1. Call JCR at 517-487-1521 and reference LCC Purchase Order
  2. Provide the typewriter serial number and location
  3. Give your name and phone number

  The service agreement with JCR provides the following:

  • Annual preventative maintenance cleaning and lubrication
  • IBM Parts required to keep equipment operational.
  • Emergency service calls at response time between 1-4 hours.
  • Service calls are to be answered promptly at no charge for travel time or mileage during normal working hours of 8 a.m. to 5 p.m., Monday - Friday.
  • Replacement parts to be at no charge.

• Public Surplus

Purchasing Snapshot