Decatur County Community Schools
Administrative Guidelines


Purchasing - General Provisions



All purchases shall be by purchase order processed through the Business Manager.



The Business Manager shall be the contracting agent for all financial obligations.



The Business Manager shall be responsible for encumbering the funds as soon as the purchase order has been issued.



A verbal financial commitment may be made only for emergencies or when it is impossible or impractical to precede the purchase with a purchase order. Before such a commitment is made, the Business Manager shall be contacted for prior approval and for a purchase order number. In all such cases, a purchase order shall be issued as soon as possible after the commitment is made.



Employees are forbidden to use the name of the Corporation, any discounts provided the Corporation, or any other means for associating a personal purchase with the Corporation. They are to make clear to any Corporation supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the Corporation. Failure to abide by this provision could lead to disciplinary action.



Blanket purchase orders for supplies or services are valid only for the time period and amount indicated on the purchase order. Extension of the commitment beyond that time and/or amount shall be confirmed by a new purchase order. Blanket purchase orders must be approved by the Business Manager before they are issued.



The Business Manager will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.



Quotes will be requested for any item or group of items in a single transaction costing between $50,000 and $150,000.

Approved 8/12/15

© Neola 2015