B.1.7 Purchasing and Acquisition

B.1.7.1 Responsibility of College for Debts

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



The Board shall assume responsibility for debts incurred in the name of the College so long as those debts are for purchases made in accordance with adopted Board policy, and current administrative procedures regarding contracting and purchasing. The Board shall not be responsible for debts incurred by persons or organizations not directly under Board control. The Board shall not be responsible for any other unauthorized purchase or debt. All vendors are charged with the responsibility to confirm an individual or an organization's authority before any purchase, contract or debt is incurred. Persons making unauthorized purchases shall assume full responsibility for all such debts.

B.1.7.2 Purchasing Authority

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



The Chancellor shall have the authority to authorize any purchase necessary and appropriate for the ongoing operations of HCC in accordance with state law and the HCC budget. Persons making unauthorized purchases shall assume full responsibility for all such debts. Personal use of HCC funds is strictly prohibited.

Effective and efficient purchasing procedures shall be established in the HCC Purchasing Manual.

B.1.7.3 Purchase Orders/Contracts

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



All HCC purchases shall be made through purchase order, contract, procurement card, or direct payment, subject to budget availability. A purchase order is a contract that legally binds HCC to purchase goods and services. Purchase orders may not extend beyond the duration of the fiscal year unless approved by the Chancellor.

Complete records of contracts and agreements for which HCC funds are expended will be maintained in the appropriate office. The purchasing office is the central repository of all purchase orders.

Employees who exercise discretion in the procurement process shall recuse themselves from any matter involving an entity in which the employee or a person to whom the HCC employee is related within the first degree of consanguinity or the first degree of affinity holds a substantial interest. For the purposes of this policy, “substantial interest” is defined as that term is defined by state conflict of interest laws.

B.1.7.4 Responsibilities of HCC Employees

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



All College employees engaged in the purchasing processes are to conduct themselves fairly, objectively, and will observe the confidentiality of the decision-making and award processes so as to serve the best interests of the College.

B.1.7.5 Vendor Relations

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



Vendors shall be paid in a timely manner according to state law and HCC guidelines. The Texas Ethics Commission has adopted a conflict of interest questionnaire that requires a vendor to disclose the vendors' business relationships and certain gifts or income provided to local government officers and/or their family members.

The records administrator of the College shall maintain a list of local government officers of the entity and shall make that list available to the public and any vendor who may be required to file a conflict of interest questionnaire.

These completed questionnaires are subject to the Texas Public Information Act and shall also be made available on the College's website.

B.1.7.6 Purchase Approval

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



Regardless of the transactional form of the purchase, each purchase must be approved in advance by the appropriate budget manager or authorized designee and funds must be available in the appropriate budget.

B.1.7.7 Purchasing Procedures

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



Purchasing procedures are to be developed by the Chancellor.

B.1.7.8 Board Approval

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



The following types of contracts require the approval of the Board:

  1. Employment contracts
  2. Purchases or sales of real property
  3. Contracts, excluding legal services, and leases with a term exceeding one year (including options to renew) that have a cumulative expenditure of $100,000 or more over the contract term; and
  4. Contracts involving the sale of intellectual property or technology transfer.

B.1.7.9 Delegation of Authority

Responsible Department: Procurement

Date Approved/Amended: December 2, 2010



No employee or agent of the College has the authority to enter into any contract on behalf of the-College, except as otherwise expressly provided by this Policy. If a College employee signs a contract without authority, or falsely represents to a third party that he or she has authority to sign a contract, the employee may be held personally responsible to the third party under Texas law. An agreement that is not expressed in writing and approved and executed in accordance with this Policy shall not be binding on or enforceable against the College.

Any employee who signs a contract or seeks to bind the College to an agreement in violation of this Policy may be subject to discipline, up to and including discharge of employment.