1. Before orders can be sent to vendors/contractors, the appropriate authorization signatures must be obtained and documented as indicated in the district's Purchasing Limits & Requirements. There are two ways used to document the order and the authorization signatures BEFORE the order is sent to the vendor/contractor:
Paper Orders: The Purchasing Authorization Form and/or Purchasing Authorization Cover Sheet. These forms can be e-mailed, faxed, or snail mailed to the vendor/contractor.
Electronic Orders: Internet orders can be used as well. Schools/programs should first print the actual order and obtain authorization signatures BEFORE the order is sent to the vendor/contractor electronically.
2. DOCUMENTATION: Orders of $1,000+ must be documented first BEFORE the orders are sent to the vendor/contractor. Documentation is required for several reasons--i.e. internal accounting, legal compliance, documenting contractual agreements with vendors/contractors, and ensuring adequate communication.