ETHICS:
Once the vendor has been selected from Step 4, Step 5 requires an actual order or contract be sent to the vendor to establish the agreed upon terms of the purchase.
Level of Processing for Purchasing Functions: Purchases over $3,000 must be processed through the district office. A purchasing authorization form or contract should be used to establish the agreed upon terms of the purchase with the vendor. Purchases under $3,000 may be processed at the school/program level. Purchasing functions include Steps 1 - 5:
The information contained in the contract or purchasing authorization form must reflect the quote, bid, or proposal received from the selected vendor. If the substance of the purchase is changed at a material level at this point, the program/school must start the purchasing process all over again. The school/program is not permitted to change the purchasing specifications at this point without approval from the Business Administrator. This is to ensure state procurement code and rules are followed and to provide for a fair, open, and competitive purchasing process.
Required Authorization Signatures on Contract or Purchasing Authorization Form: The purpose of obtaining the required signatures is to first and foremost insure proper communication has occurred between key personnel. In order to meet internal control, proper accounting, and record keeping requirements, the following signatures are required on the order/contract form:
Note - Authorizations Using Electronic Web Order Forms: If an order is made electronically using a company website, the school/program should still obtain authorization signatures before the order is sent electronically to the company. The school/program can do this simply by printing the order form from the website, obtain the appropriate signatures on the hard copy, submit the order electronically through the website, and retain the signed hard copies of the order in the purchasing files.
Obtaining Authorizations Through E-Mail: Personnel are encouraged to use e-mail to obtain authorizations if needed. This means that if a person is not available to sign an order, they may provide their authorization through e-mail. When this is done, a reference note should be made on the order that this has occurred. In addition, a hard copy of the e-mail authorization should be printed and retained in the purchasing file for future audit and reference.
Forms & Resources:
PURCHASING PROCEDURES: