6320A - PURCHASING

Coshocton City School District

Administrative Guidelines

6320A - PURCHASING

General Provisions

		1.	All purchases that result in a financial obligation to the District shall be by purchase order processed through the Treasurer's office.
		2.	The District shall be the contracting agent for all financial obligations.
		3.	When the Treasurer or Superintendent has a question or concern about any purchase order, s/he shall communicate with the person who signed and submitted the purchase order.
		4.	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 Treasurer 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.
		5.	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.
		6.	Confirming purchase orders will be honored only in cases cited in the above paragraph.
		7.	Ongoing commitments such as service contracts and leases should be renewed annually, in writing, at the beginning of each fiscal year.
		8.	Open 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. Open purchase orders must be approved by the Treasurer before they are issued.
		9.	Purchases of contracted services with non-District personnel shall conform to the Non-Employee Contracted Services procedure. Contracted services with non-District personnel shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the Superintendent. Such services require the approval of the Board.
		10.	Budgeted items that cost less than $25,000 may be purchased without approval of the Board.
		11.	Quotes will be requested for any item or group of items in a single transaction costing between $5,000 and $25,000, as determined by the Board.
		12.	Purchases of supplies, materials, and equipment items costing more than $25,000 or more must be obtained through competitive, sealed bids and be approved by the Board.
		13.	Capital-outlay purchases must have prior approval of the Superintendent.
		14.	Capital-outlay purchases shall conform to the bidding procedure stated further in these guidelines.

Preparing Purchase Orders

Prepare purchase orders as follows:

			a.	Name and complete address of vendor (include telephone number, if available)
			b.	Order date: (leave blank)
			c.	Date required: (Specify, if not special, state ASAP)
			d.	Terms: (leave blank)
			e.	Ship via: (UPS/Truck usually)
			f.	Items number
			g.	Quantity: Stipulate unit
			h.	Catalog number
			i.	Description: Be accurate and complete
			j.	Unit price
			k.	Amount: This column should be totaled
			l.	Account name
			m.	Requisition date: Date purchase order is drafted
			n.	School
			o.	Requested by: Name should be typed
			p.	To be used for: Indicate if classroom, special project, etc.
			q.	Special Instructions: Indicate if "Remittance with order", "Will be picked up", "Confirming", "Do not mail", etc.
			r.	Signature: Must have signature of authorized person

Process purchase order as follows:

			a.	Requester completes a purchase order, retains Blue/originator copy and sends rest of set for approval.
			b.	If principal/supervisor approves, purchase order is signed and sent to the Treasurer where the pink copy is stamped with the date it is received.
			c.	Within five (5) working days after receiving purchase order, the Treasurer shall either approve or reject as follows:

				1)	If approved - purchase order will be signed and purchase order number affixed. The white copy is sent to vendor, yellow copy is returned to originator, and the pink copy retained for master file.
				2)	Upon receipt of approved copy, the originator should put purchase order number on retained copy.
				3)	If rejected - purchase order will be returned to the building administrator with reason for rejection. Appeal may be made to the Superintendent.

When items are received, within three (3) working days the originator enters the date received on the yellow copy of purchase order in space provided, signs first initial and last name in box marked "Received by", and returns to accounts payable clerk.

		3.	When the Treasurer receives an invoice for payment and cannot match it to the file copy of a purchase order, s/he notifies the person who approved the purchase order. An explanation as to why information is not available must be provided within three (3) working days of notification.
		4.	Annual purchase order cut-off dates shall be as follows:

			a.	Purchase orders must be received in the Treasurer's office on or before the 15th day prior to the close of the fiscal or project year, unless the services or supplies are essential to continue the daily operation of the department or building for the remainder of the current year, or unless an emergency exists.
			b.	Requests for purchases of equipment, materials, improvements, or remodeling that will be subject to a bidding procedure must be sent to the Treasurer on or before the 15th day prior to the end of the fiscal or project year.

	C.	Preview of Materials
		** Date

	** Preview Number	Leave blank -- Treasurer will assign the number

	** Vendor	Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate.

	** Ship to Address	Please type the name and address of the building and the Librarian's name. All previews should be delivered to the librarian in the building and they will take responsibility for seeing that they are distributed to the correct persons and that arrangements are made for their return or purchase.

	** Catalog/Stock Number	Catalog or stock number for vendor most recent catalog.

	** Description	Complete description of items being previewed.

	** Quantity	How many wanted.

	** Price	Price of the item.

	** Total Price - bottom	Total price of all items on preview form even if only one item, bring total down column to bottom of form.

When completed:

		1.	Send Preview Form to the Treasurer, who will assign the preview number and process the rest of the form. The yellow copy will be returned to the building.
		2.	Please inform Accounts Payable that Preview items are being returned. Indicate on the preview form when the item(s) are returned and make a copy of the preview form and send it to Accounts Payable.

Telephone Orders to Vendors - Emergency Only

** PO Number

Call Treasurer's office to obtain purchase order number.

Call vendor and place order, indicate that order MUST BE delivered to appropriate building. Paperwork should be typed immediately after order is placed.

Type all areas of the purchase order as indicated for normal purchase orders.

	** CONFIRMATION	Please type on middle of purchase order form: CONFIRMING TELEPHONE ORDER (name of the person contacted and date)

		DO NOT DUPLICATE

		Failure to put this on the purchase order form will result in a duplication of the order.

When completed:

		1.	Keep the originator and building principal copies of the purchase order.
		2.	Send remainder of purchase order to the Treasurer's office. If company needs original copy of purchase order mailed to them, even though the order has been placed by phone, please indicate on the form. We will assume that they DO NOT need the original copy unless told otherwise.
		3.	Please check all orders immediately when they are delivered. Most companies only allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.

Orders to be Picked up - Emergency Only

** PO Number

Call Treasurer's office to obtain purchase order number.

Type all areas of purchase order as described for normal purchase orders.

		1.	Keep the originator and building principal copies of purchase order in your building.
		2.	Give white copy of purchase order form to vendor.
		3.	Return the copy signed by person who picked up the items. Include any packing slips or invoices the vendor provides. This should be done immediately so payment is not held up.
		4.	There should be no back orders on picked up items. If vendor does not have complete order, please indicate changes on the yellow copy. Do not request that they send them as back ordered items. Please reorder those items not on hand at the time of pick up.

Check to Accompany Orders:

** PO Number

Type CHECK TO ACCOMPANY

Type all areas of purchase order as described for normal purchase orders.

When completed:

		1.	Keep the originator and building principal copies of the purchase order.
		2.	Send remainder of the purchase order to the Treasurer's office (Accounts Payable). Accounts Payable will send in the order with the check. If any forms, order blanks, etc. need to accompany the check, please include them with your order form.
		3.	DO NOT CALL ORDERS INTO VENDORS.
		4.	Please check all orders immediately when they are delivered. Most companies allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.

Revised 3/98