6220A - PURCHASING

Purchasing - General Provisions

1. All purchases shall be by purchase order processed through the Treasurers Office.
2. The Treasurers shall be the contracting agent for all financial obligations.
3. The Data Processing Agent shall be responsible for encumbering the funds. 
4. 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 Treasurer 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.
5. Employees are forbidden to use the name of the District, any discounts provided the District, or any other means for associating a personal purchase with the District. They are to make clear to any District supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the District. Failure to abide by this provision could lead to disciplinary action.
6. Ongoing commitments such as service contracts and leases should be renewed, in writing, at the renewal date.
7. 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 Superintendent/Treasurer before they are issued. 
8. Purchases of contracted services shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the Superintendent/Treasurer. Such services that cost more than $50,000 require the approval of the Board.
9. The Superintendent/Treasurer along with department head will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
10. Quotes will be requested for any item or group of items in a single transaction costing between $10,000 and $50,000.
11. 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.
12. Annual purchase order cut-off dates shall be as follows:
    
    Purchase orders must be received in the Treasuers Office on or before the date set each year day prior to the close of the fiscal or project year, unless the services or supplies are essential to continue the daily operation of the department or building for the remainder of the current year, or unless an emergency exists.

Purchase Order Procedure

1. The requestor completes the requisition-purchase order and submits it to the principal/supervisor for review and approval. 
2. If approved, the principal/supervisor will give to his/her designated administrative assistant to input into the requisition program. If the purchase is not for one of the building budgets a triplicate requisition will be sent to the Treasurers office.
3. The requisition-purchase order is entered into the computer for verification,after the Treasurers assigns/checks the accounts to be charged Data processing agent forwards it to the Superintendent for approval.
4. After approval, the Superintendent sends the requisition back to the data processing agent to assign a number, date and affix electronic signatures.
5. The original copy of the requisition and-purchase order(the white and gold) are returned to the departments for processing.
6. The yellow copy is filed by the Accounts Payable Clerk and pink copies are filed numerically and retained in the treasurers office.

Payment of Claims Procedure

1. When delivery is made, the principal/supervisor checks the gold copy of the requisition-purchase order to ensure the order has been received correctly and in proper condition.
2. If so, the packing or delivery slip is initialed, attached to the gold copy of the requisition-purchase order and returned to the Accounts Payable Clerk for payment.
3. The Accounts Payable Clerk checks the gold copy against the invoice, matches it to the yellow copy and if everything is in order, a warrant is drawn.
4. If the Accounts Payable Clerk finds discrepancies or has questions, s/he shall contact the principal/supervisor. 
5. The vendor's invoice is filed with the gold copy of the requisition-purchase order and a copy of the warrant.
6. Upon payment, a copy of the warrantis returned to the principal/supervisor indicating the amount and date paid.

© Neola 2004