6320A - PURCHASING

Maysville Local School District

Administrative Guidelines

6320A - PURCHASING
Purchasing - General Provisions

	A.	All purchases shall be by purchase order processed through 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.	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.
	E.	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.
	F.	Confirming purchase orders will be honored only in cases cited in the above paragraph.
	G.	Ongoing commitments such as service contracts and leases should be renewed annually, in writing, at the beginning of each fiscal year.
	H.	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.
	I.	Purchases of contracted services shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the Superintendent.
	J.	The Superintendent/Treasurer may determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
	K.	Purchases of supplies, materials, and equipment items costing more than the amount stipulated in Board policy must be obtained through competitive, sealed bids and be approved by the Board.
	L.	Capital-outlay purchases shall conform to the bidding procedure stated further in these guidelines.
	M.	Process purchase orders as follows:
	N.	Annual purchase order cut-off dates shall be as follows:

		1.	Purchase orders must be received in the Treasurer's office on or before May 1st, 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.
		2.	Requests for purchases of equipment, materials, improvements, or remodeling that will be subject to a bidding procedure must be sent to the Treasurer's office on or before June 15th.

Purchase Order Procedure

	A.	The requestor completes the requisition in accordance with AG 6320 B1 and submits it to the principal for review and approval.
	B.	If approved, the principal retains a copy and sends the original to the Superintendent for approval. The Superintendent will send the approved requisition to the Treasurer.
	C.	The purchase order is entered into the computer for verification, and if verified, the Treasurer affixes a date and assigns a number.
	D.	The original copy of the purchase order is sent to the vendor unless there are specific instructions to the contrary.
	E.	The yellow copy is filed by the Treasurer and the blue and pink copies are sent to the principal.

Payment of Claims Procedure

	A.	When delivery is made, the principal checks the pink copy of 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 pink copy of the purchase order, and the pink is sent, within five (5) working days, to the Treasurer 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 pink copy of the purchase order and a copy of the warrant.

Revised 7/98