Authorization Role—Board of Education & Administrators: The Board of Education and administrators serve as the formal authorization of transactions in the district. They oversee, ensure compliance, monitor, and authorize purchasing transactions. These individuals should not be routinely involved in the record keeping and custody of assets assignments within the district.
Record Keeping: Various secretaries and clerks throughout the district have been specifically assigned to keep records for purchasing transactions. These individuals assist in processing transactions as well. Each school/program is authorized to designated one secretary/clerk to serve in this function. These individuals are not permitted to be the authorizing authority on purchasing transactions.
Custody of Assets: Purchasing transactions usually originate with faculty and staff members. These individuals originate purchasing orders, help obtain bids/quotes, and work with administrators and secretaries to obtain the necessary information for a purchasing request. These individuals are usually the same individuals that eventually become responsible for the custody of the items which they seek to purchase and are held accountable for the assets. These individuals are not permitted to be the authorizing authority for transactions nor oversee records for purchases.