6320A - PURCHASING
Purchasing - General Provisions
All purchases shall be by purchase order processed through the Business Office.
The Director of Business shall be the contracting agent for all financial obligations.
The Director of Business shall be responsible for encumbering the funds as soon as the purchase order has been issued.
A verbal financial commitment may be made only for emergencies or when it is impossible or impractical to precede the purchase with a purchase order. Before such a commitment is made, the Director of Business shall be contacted for prior approval and for a purchase order number. In all such cases, a purchase order shall be issued as soon as possible after the commitment is made.
Employees are forbidden to use the name of the Corporation, any discounts provided the Corporation, or any other means for associating a personal purchase with the Corporation. They are to make clear to any Corporation supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the Corporation. Failure to abide by this provision could lead to disciplinary action.
Confirming purchase orders will be honored only in cases cited in the above paragraph.
Ongoing commitments such as service contracts and leases should be renewed annually, in writing, at the renewal date.
Blanket purchase orders for goods or services are valid only for the time period and amount indicated on the purchase order. Extension of the commitment beyond that time and/or amount shall be confirmed by a new purchase order. Blanket purchase orders must be approved by the Director of Business before they are issued.
Purchases of contracted services shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the Superintendent.
The Director of Business and/or the appropriate department directors will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
Quotes will be requested for any item or group of items in a single transaction costing between $50,000 and $150,000.
Purchases of supplies, materials, and equipment items costing more than the amount stipulated in Board policy must be obtained through competitive, sealed bids and be approved by the Board.
Annual purchase order cut-off dates shall be determined by the Director of Business:
Purchase Order Procedure
The requestor completes the requisition-purchase order in accordance with AG 6320B1 and submits it to the principal/supervisor for review and approval.
The requisition-purchase order is entered into the computer for verification, and if verified, the Business Office affixes a date and assigns a number.
The Business Office then sends the requisition-purchase order to the Director of Business for approval and dating.
The original copy of the requisition-purchase order is sent to the vendor unless there are specific instructions to the contrary.
The pink copy is filed by the Accounts Payable Clerk and the yellow copy is sent to the principal/supervisor.
Payment of Claims Procedure
When delivery is made, the principal/supervisor checks the yellow copy of the requisition-purchase order to ensure the order has been received correctly and in proper condition.
If so, the packing or delivery slip is initialed, attached to the pink copy of the requisition-purchase order, and the yellow copy is sent, within five (5) working days, to the Accounts Payable Clerk for payment.
The Accounts Payable Clerk checks the yellow copy against the invoice, and if everything is in order, a warrant is drawn.
If the Accounts Payable Clerk finds discrepancies or has questions, s/he shall contact the principal/supervisor.
The vendor's invoice is filed with the yellow copy of the requisition-purchase order and a copy of the warrant.
Upon payment, the pink copy of the requisition-purchase order is returned to the principal/supervisor indicating the amount and date paid.