Management Support
PURCHASING: AUTHORIZATION AND CONTROL |
Policy No.
6210P
Requisitions shall be approved by the building principal. As a minimum, requisitions shall provide the following information: A. Name of school, department and originator, and date originated; B. School department or person to which material is to be delivered; C. Budget year; D. Specifications of equipment items (manufacturer, stock number, etc.); E. Estimated cost based on latest price; and F. Authorizing signature. G. The following procedures shall be followed: 1. The building secretary shall enter the request into the purchasing system. 2. Upon placement of a purchase order, the business office shall encumber the expenditure against a specific line item to guard against the creation of liabilities in excess of revenues. 3. If Federal funds are being used a copy of the purchase order must be sent to the Maintenance Department for inventory. 4. For any purchases over twenty five thousand dollars ($25,000), the Business Manager/Accounts Payable office will document the results of searching the Federal Excluded Parties Listing System (EPLS) and attach to the purchase order. 5. Four copies of the purchase order shall be sent to the originating office (for approval). 6. Upon receipt of items, the recipient will
process the PINK copy of the purchase order as follows: a. When the complete shipment is received,
mark the original PINK copy accordingly, sign and date, then send to accounts
payable in the District Office. b. When
partial shipment is received, mark the original PINK copy accordingly, making
a note of back ordered or canceled items.
Sign, date, and send a “copy” of PINK purchase order to accounts
payable. Process each partial shipment
as soon as items are received. When
the last item is received, sign and date, then send the original PINK copy to
accounts payable. 7.
When
items are not received within a reasonable time, contact the vendor and
apprise the personnel in accounts payable of the purchase order status. 8.
If items are not received within three
months of order date, cancel the purchase order. 9.
If purchase is a capital item contact the
operations secretary so it may be inventoried. To Make an ASB Purchase the
Advisor will: 1.
Advisor
determines budget capacity. 2.
Advisor
acquires the ASB governing body’s approval prior to a commitment purchase. 3.
Prepare
a requisition and/or purchase order. 4.
Upon
receipt of approved purchase order, place order with vendor. 5. Upon receipt of items, the recipient will
process the PINK copy of the purchase order as follows: a. When the complete shipment is received,
mark the original PINK copy accordingly, sign and date, then send to accounts
payable in the District Office. b. When
partial shipment is received, mark the original PINK copy accordingly, making
a note of back ordered or canceled items.
Sign, date, and send a “copy” of PINK purchase order to accounts
payable. Process each partial shipment
as soon as items are received. When
the last item is received, sign and date, then send the original PINK copy to
accounts payable. 6. When items are not received within a
reasonable time, contact the vendor and apprise the personnel in accounts payable
of the purchase order status. 7.
If items are not received within three months of order date, cancel
the purchase order. 8.
If purchase is a capital item contact the operations secretary so it
may be inventoried. For
Reimbursement Claims To make a purchase without a purchase order
(when a vendor will not accept a
purchase order): 1.
Complete
the Request For Reimbursement form
(available online) and obtain approval from your administrator prior to purchase; 2.
Make
the purchase; 3.
Complete
the Claimant Statement and Certification by Administrator on the Request For Reimbursement form; and 4.
Attach
original receipts and forward the form within sixty (60) days of purchase to
the business office. Legal references:
WAC 392 138 125 Associated
student body public moneys —
Disbursement approval — Total disbursements.
WAC
392 138 210
Nonassociated student body
private moneys — Disbursement approval — Total disbursements.
Date: June 23, 2008 |