All purchases shall be by purchase order processed through the Treasurer’s office.

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

Blanket purchase orders for goods 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.

Purchases of contracted services shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the Superintendent. Such services that cost more than $25,000 require the approval of the Board.

At least two quotes will be requested for any item or group of items in a single transaction costing between $5,000 and $25,000 unless one of the following exceptions apply:

Purchases of supplies, materials, and equipment items costing more than $25,000 must be obtained through competitive, sealed bids and approved by the Board.

Any consulting contracts over $5,000 require Board approval.

District employees are required to complete a requisition prior to purchasing goods or services.

The employee forwards the requisition form and attached quotes (if necessary) to the building administrator. The building administrator reviews each requisition form, signs and then forwards the requisition form to designated employee for data entry. Once entered, the designated employee forwards the authorized requisition form to the treasurer’s office for conversion to a purchase order.

When delivery is made, the designated employee signs and returns the yellow copy of the purchase order to the accounts payable clerk.

The accounts payable clerk checks the yellow copy against the invoice and if everything is in order, enters the invoice to be paid.

If the accounts payable clerk finds discrepancies or has questions, he/she shall contact the appropriate person associated with the order.

The vendor’s invoice is filed with the green copy of the purchase order and a copy of the warrant.

Revised 2/29/08