East Muskingum Local School District
Administrative Guidelines
 

6320A - PURCHASING

Purchasing - General Provisions
 A.All purchases shall be by purchase order processed through the Superintendent's office then the Treasurer's office.
 B.The Treasurer shall be the contracting agent for all financial obligations.
 C.The Treasurer shall be responsible for encumbering the funds as soon as the purchase order has been issued.
 D.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.
 E.Ongoing commitments such as service contracts and leases should be renewed annually, in writing, at the renewal date.
 F.Open purchase orders for goods or services are valid only for a three (3) month 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.
 G.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.
 H.The Superintendent will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
 I.Purchase orders must be received in the Treasurer's office on or before the fifteenth 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.

Purchase Order Procedure
 A.The requestor completes the requisition-purchase order in accordance with AG 6320B1 and submits it to the principal/supervisor for review and approval.
 B.If approved, the principal/supervisor sends the original to the Superintendent's office for verification and dating.
 C.The requisition-purchase order is assigned a number and entered into the computer for verification, and if verified, the Treasurer affixes a date.
 D.The original copy of the requisition-purchase order is sent to the vendor unless there are specific instructions to the contrary.
 E.The yellow and green copies are filed by the Treasurer's office and the blue and goldenrod copies are sent to the principal/supervisor.

Payment of Claims Procedure
 A.When delivery is made, the principal/supervisor checks the purchase order to ensure the order has been received correctly and in proper condition.
 B.If so, the packing or delivery slip is initialed, attached to the blue copy of the requisition-purchase order, the blue copy is sent, within five (5) working days, to the Treasurer's office for payment.
 C.The Treasurer checks the pink copy against the invoice, and if everything is in order, a warrant is drawn.
 D.If the Treasurer finds discrepancies or has questions, s/he shall contact the principal/supervisor.
 E.The vendor's invoice is filed with the blue copy of the requisition-purchase order and a copy of the warrant.