Purchasing Documentation Requirements

Any documentation used to process a purchase is property of the public and Beaver County School District. Employees are required to retain all documentation and ensure the documentation is safeguarded and submitted to the official purchasing file for each transaction.

· All items received during the purchase must be documented. This includes free items or donations being given by the vendor/contractor. No exceptions.

· Contracts

· Receipts

· Shipping documents

· Bid/quote summary forms and documentation

· Approvals

· Authorization to Order forms

· Order documentation used with vendors & Purchase Orders

· All other forms and documentation used for the purchase