Club Purchasing Process - Hennepin Technical College
Hennepin Technical College
Request Info Get Started
Hennepin Technical College

You are here:

Club Purchasing Process

Learn about the purchasing process for student clubs.

Related Pages

Recent News

 

The club must first get approval from the club members and have minutes to verify the approval (including the purpose of the purchase and the dollar amount approved for the purchase) for all purchases made with club funds.

Plan Head – Allow a Minimum of 10 Business Days to Process Any Purchase.

Complete a Purchase Requisition Form and include a copy of the minutes approving the expenditure. Submit required documents to Student Affairs Division Coordinator for processing.

The advisor will receive a copy of the purchase order when ready. Include the email address of the vendor on the purchase requisition so they receive a copy as well.

Food Purchases

Connect with the Student Affairs Division Coordinator regarding food orders to setup a spend authorization by submitting a purchase requisition, RAISE (Request to Incur Special Expense) form, and club meeting minutes approving the purchase. It is recommended that a spend authorization be setup for the entire academic year if you will be consistently ordering throughout the year. When funds are depleted, a new spend authorization and associated documents will be required.

Supplies / Equipment

All supplies/equipment purchased with Student Club funds must be inventoried by Hennepin Technical College and must remain in the possession of the club and not become the property of an individual or academic program.

Questions regarding purchasing should be directed via the Student Club Advisor to Sheila Sylvander, Student Affairs Division Coordinator, at Sheila.Sylvander@HennepinTech.edu or at 952-995-1402.

Forms (advisors only)

Advisors can access the Employee Portal to download the required forms for purchasing.

Purchase Requisition

Used when you want to have a purchase order (PO) or spend authorization created. 

Purchasing Card

The Student Affairs Division Coordinator processes any purchasing card transactions using a spend authorization through communication with the club advisor.

Reimbursements

If an expense has been approved by the club, an advisor or student may be reimbursed for certain expenses. Reimbursement plans must be approved by Student Life and Career Development staff prior to purchases being made. For a student to be reimbursed, a non–employee expense form, along with itemized receipt and minutes approving the expenditure, must be completed, signed by the advisor and Student Life staff. Because Hennepin Tech is a tax exempt institution, we are unable to reimburse for sales tax.

The advisor is the responsible person for the club cost center. All purchases require the advisor’s signature. Student Life staff may fill in on an emergency basis but will require the advisor to approve the signature in the advisor’s absence. Advisors are responsible for ensuring that funds are not overspent or are not spent in any way to violate Hennepin Tech or Minnesota State purchasing procedures.

Contact Information

Student Life & Career Development

Phone: 952-995-1300

Email: SLCD@HennepinTech.edu