Purchasing Procedures

If you have questions, contact Alicia.

1. Originator submits an E-Req. Please remember that an E-req is just a request for a purchase; it does not represent approval for a purchase and therefore should not be used to place an order.

2. Once the e-req is submitted, it will go through the approval tree.

· If rejected, or if more information is needed to complete the E-Req or to make a decision regarding approval/rejection, it will be returned to the originator.

3. After final approval, the E-Req will be processed at central office and a Purchase Order (PO) will be printed.

4. Central office will fax the order to the Vendor.

· Please let central office know if you need to take the PO to a vendor.

5. A color copy of the approved PO will be sent to the building/activities secretary.

6. All deliveries of items ordered should go to the building office where the building secretary is to verify the order is complete.

7. Once all items have been received, it is the responsibility of the building secretary to mark the color copy of the PO “OK to pay”, initial, date and immediately forward it to central office. This notifies central office the order has arrived

8. After receiving the invoice from the vendor and the PO copy marked “OK” from the building secretary, the invoice will be submitted for payment at the next school board meeting.

· All invoices should be forwarded to central office immediately.

Any finance or delinquent charges incurred due to the invoice/receipt not being submitted to central office in a timely manner will be paid from the account initiating the order.

9. After the invoice is paid, central office will send a copy of the PO marked “paid” to the building/activities secretary. This notifies the building/activities secretary the order has been paid.

· If the total paid is different than the amount on the PO, the actual amount will be paid noted on the PO.

Board Policy 705.4, Approved May 8, 1989: Supplies, equipment, and services may only be procured by the personnel designated to do so by the superintendent. Prior to obtaining any supplies, equipment, and services, a purchase order must be issued.

Purchase order forms shall be approved by the principal. No purchase order other than the approved form signed by the superintendent shall be processed by the school district. Supplies, equipment, and services procured by a formal written contract shall not require a purchase order.