Purchasing, Payments, & Employee Reimbursements

Public Bids & Request for Proposals (RFPs)

Ethics

Purchasing Segregation of Duties

Purchasing Policies & Procedures Apply to All Purchases

Teamwork & Advanced Planning

Board Guiding Policy: F-2: PURCHASING

Methods for Buying:

R33-5. Request for Information.

R33-6. Bidding.

R33-7. Request for Proposals.

R33-8. Exceptions to Procurement Requirements.

Purchasing & Payment Procedures:

Step 1: Needs Assessment

Form: Purchasing Specifications Development Worksheet

Step 2: Determine Specifications

Form: Purchasing Specifications Development Worksheet

Step 3: Solicit Bids/Quotes from Responsive & Responsible Vendors

Public Notice: All bids of $50,000 or more shall be advertised: State Rule 63G-6a-406

State Contracts: State Cooperative Contracts Website

Form: Request for Quote from Vendor

Step 4: Vendor Selection

State Contracts: State Cooperative Contracts Website

Sole Source Purchase Requests

Example: Sole Source Public Notice Letter

Step 5: Obtain Purchasing Pre-Authorizations & Process the Order With the Vendor

Form: Cover Sheet (district)

Form: District Purchasing Authorization Form

Form: Belknap ES Purchasing Authorization Form

Form: Milford ES Purchasing Authorization Form

Form: Minersville School Purchasing Authorization Form

Form: Beaver HS Purchasing Authorization Form

Form: Milford HS Purchasing Authorization Form

Step 6: Receive Goods & Services

Step 7: Make Payment

Authorized Signatures - Checks

Authorized Signatures - Bank Accounts

Chart of Accounts & Account Coding System

Form: Payment Request Form

Form: Missing Receipt Form

Form: Student Transportation In-Lieu Payment

Change Orders - Authorization Requirements

Construction:

R33-13. General Construction Provisions.

R33-14. Procurement of Design-Build Transportation Project Contracts.

R33-15. Architect-Engineer Services.

R33-12. Terms and Conditions, Contracts, Change Orders and Costs.

R33-11. Form of Bonds.

District Purchasing Card & Credit Card Program

Authorized Credit Cardholders & Limits

Monthly Credit Card Close Checklist

Form: Purchasing Card Employee Application & Agreement

Form: Missing Receipt Form

Signing of Official Documents

Purchasing - Year-End Planning

Avoid Paying of Utah Sales Tax

Conference Attendance & Travel Reimbursements

Form: Travel Expense Reimbursement Form

Employee Reimbursements for Supplies

Form: Payment Request Form

Reimbursement of Cell Phone Costs

Form: Payment Request Form

Teacher Supplies Cards

R277-459. Classroom Supplies Appropriation.

Form: Teacher Supply Card Annual Report Form

Emergency Purchases

W-9, Vendor ID, IRS Reporting

Public Funds Must Be Spent for Intended Purposes They Were Collected For

"School Sponsored" and "Non-School Sponsored" Activities