MAINTENANCE PURCHASING PROCEDURE (MTC-P006)

Transcription

1 1.0 SCOPE: 1.1 This procedure applies to any employee purchasing supplies, parts or equipment. 2.0 RESPONSIBILITY: 2.1 Maintenance Personnel, First Level Supervisors, Maintenance Secretary, Environmental Secretary 3.0 APPROVAL AUTHORITY: 3.1 Director,, Assistant Superintendent-Business 4.0 DEFINITIONS: 4.1 None required. 5.0 PROCEDURE: 5.1 Purchasing equipment, parts and/or supplies. Specific activities are described below: When the building supervisor identifies the need for supplies, he/she completes a Materials Request and remits it to the Maintenance Office It is then forwarded to the Director of for approval After approval is received, the Secretary orders the supplies. If purchase is under a small purchase order is used. If over , e-school mall procedure is used (see ). NOTE: A small purchase order is always used if items are from the stockroom no matter what the cost When a maintenance person determines the need for equipment, parts and/or supplies the specific activities are described below: If the parts and/or supplies can be purchased locally at a vendor where we have an account, and the purchase is under , they can call the Maintenance Office from the vendor and receive a small desk order #. The following information must be given to the Secretary (a.) (b.) (c.) (d.) (e.) (f.) (g.) Name of vendor Building for which item is being purchased. Corresponding work order number Quantity being purchased. Item being purchased. Part number or item number, if applicable. Total price of all items. The receipt from the vendor must be remitted to the Maintenance Department and then forwarded to Central Supply. Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 1 of 9

2 Using the information from the small desk order, the Secretary types a small purchase order and forwards it to the Director of for approval and signature After approval and signature, the yellow copy is pulled out and is filed in the Maintenance office. The rest of the copies are sent to Central Supply If the parts and/or supplies can be purchased locally and the purchase is under , but we do not have an account at that vendor, the maintenance person should come to the Maintenance Office in advance to receive cash to pay for the items. When they return to the Maintenance Office with the receipt and the change, the Secretary will fill out the Petty Cash Withdrawal Form, attach the receipt and have the maintenance person sign the form Completed Petty Cash Withdrawal Forms with receipts attached are filed in the bottom drawer of the two-drawer file cabinet next to the Maintenance Secretary s desk and are sent to the Business Office, when additional petty cash is requested If the parts and/or supplies are more than , the Maintenance person must fill out a Materials Request and/or obtain a quote from the vendor. They cannot order items above without prior approval and quote If filling out a Materials Request, the number of items, part number and the vendor s name, address and phone number must be included. The relevant work order must be attached to the Materials Request. These should be turned into the Maintenance Office If they have obtained a quote, it is attached to the relevant work order and then submitted to the Maintenance Office The Materials Request and/or quote from the vendor are then forwarded to the Director of for approval and signature If approved, the Secretary places the order on e-school Mall. The following data must be given for the requisition. (a) (b) (c) (d) (e) Name of the vendor-if already in system if not in system must fill out form to have them added to e-school Mall system Account number to be charged to Department, building and person Quantity purchased Part number or item number Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 2 of 9

3 (f) (g) Description of article Price After all information has been entered, the order is submitted online The requisition number, vendor, date and the amount of purchase is noted in the back section of the binder marked Purchase Orders on the Maintenance Secretary s desk The order then goes through the School District Maintenance approval channel After final approval is received, a purchase order is printed at the Business Office and is sent to the vendor A salmon copy of the purchase order is sent to the Maintenance office. It is attached to any information about the order filed in the accordion file in the front of the top drawer of the two-drawer file cabinet next to the Maintenance Secretary s desk. Then, it is filed alphabetically in the back of the same drawer The purchase order number is then noted next to the requisition number in the back of the Purchase Orders binder on the Maintenance Secretary s desk In emergency situations, if the request is approved, the Secretary places the order and types the large purchase order. The following information must be on the large purchase order. (a) (b) (c) (d) (e) (f) (g) (h) (i) Name and address of the vendor. Account number to be charged to The department, building and person. Quantity purchased Part number or item number Description of article. Price In the middle of the purchase order, type Please deliver to the above stock room address. At the bottom of the purchase order, type Any questions, please contact the Maintenance Office at /Jeff Hostler After large purchase order has been typed, it is forwarded to the Director of for approval and signature. Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 3 of 9

4 Once approved and signed, a copy is made and attached to the Materials Request and/or quote. This is filed in the accordion file in the front of the top drawer in the two-drawer file cabinet next to the Maintenance Secretary s desk The purchase order number is noted on the corresponding work order and the work order is placed in the Parts on Order box The purchase order number, vendor, date and the amount of purchase is noted in the front of the binder marked Purchase Orders on Maintenance Secretary s desk The completed purchase order is then sent to the Business Office When the salmon copy of the purchase order is returned to the Maintenance Office from the Business Office, it is attached to the copy in the accordion file in the front of the top drawer of the file cabinet. Then, it is filed alphabetically in the back of the top drawer of the twodrawer file cabinet next to the Maintenance Secretary s desk. 5.2 A flowchart of this process follows on the next two pages entitled Exhibit A. Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 4 of 9

5 FLOW CHART EXHIBIT A START Supervisor completes Materials Request and sends to the Maintenance Department NO Maintenance Personnel YES Is purchase under purchased locally at a vendor with account? YES Maint. Person calls from vendor Provides information regarding purchase Secretary gives them a small desk order number Sent to the Director of Bldgs & Grds for approval After approval is received, Secretary orders items. Maintenance Person goes to Maintenance Office in advance to receive cash to pay for items YES NO Is purchase under purchased locally at vendor without an account? Receipt from vendor is brought to Maint. Office and then forwarded to Central Supply Small purchase order is typed using information from the small desk order. Secretary then types a small purchase order if under and a large purchase order if over After purchase, returns with receipt to the Maintenance Office Petty Cash Withdrawal is completed, signed, receipt is attached and filed. NO If purchase is over , the Maintenance Person must fill out a Materials Request or get a quote from the vendor Small purchase order is sent to the Director of Bldgs & Grds for approval and signature. Once approved, yellow copy is pulled off and filed rest is forwarded to Central Supply When more petty cash is requested, the Petty Cash Withdrawal slips with receipts attached are sent to the Business Office Materials Request and/or quote is attached to the corresponding work order and turned into the Maintenance Office Continued on next page at this location: A Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 5 of 9

6 FLOW CHART EXHIBIT A CONTINUED A Continued from previous page Materials Request and/or quote are forwarded to the Director of Bldgs. & Grds for approval & signature. After approval is given, the Maintenance Secretary places the order on e-school Mall. NO Is this an emergency situation? The requisition number, vendor, date and the amount of purchase is noted in Purchase Orders binder. YES After approval is given, the Maintenance Secretary orders the items. Order goes through School District Maintenance approval channel. A large purchase order is typed and is given to the Director of Bldgs. & Grds for a signature. When final approval is received, the purchase order is printed at the Business Office and is sent to the vendor. A copy is made and the Materials Request and/or quote is attached to the copy and filed. When salmon copy of the P.O is sent to the Maint. Dept., it is attached to any information about the order in the front of the file cabinet beside Secretary s desk. Then it is filed alphabetically in the back of the same drawer. The purchase order number is written on the corresponding work order and placed in the parts on order box. The purchase order number, vendor name, date and amount are written in the Purchase Order binder. The purchase order number is then noted next to the requisition number in the back of the Purchase Orders binder on the Maintenance Secretary s Desk The purchase order is sent to the Business Office. Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 6 of 9

7 When salmon copy of the purchase order is returned to the Maintenance Office, it is attached to the copy and filed. Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 7 of 9

8 6.0 ASSOCIATED DOCUMENTS: 6.1 Materials Request Form No. MTC-F Petty Cash Withdrawal Form 6.3 Small Desk Order 6.4 Small Purchase Order 6.5 Large Purchase Order 7.0 RECORD RETENTION TABLE: Identification Storage Protection Retention Disposition Materials Request Petty Cash Withdrawal Form Small Desk Order Small Purchase Order Large Purchase Order Maintenance- Magazine File Box Bottom File Drawer Desk Order Binder on Secretary s desk then file room in Secretary s office Yellow copy in Maint. Office Rest in Central Supply Copy and salmon color in Maint. Office Rest in Business Office Min. Two years Maint. until more petty cash is needed Bus. Office indefinitely Min.-Two years Min. Two years Min. Two years Discard, as needed Sent to the Business Office Discard, as needed Discard, as needed Discard, as needed 8.0 REVISION HISTORY: Date: Rev: Description of Revision: 15-Jan-02 A 1 st draft 09-Oct-02 B Added Section to include ordering on e-school Mall 07-Feb-03 C Added e-school mall to section Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 8 of 9

9 03-Apr-06 D Revised to change wording in section (i) to read Jim Baird; added Protection Column to Record Retention Table 27-Jan-09 E Revised to change wording in section (i) to read Jeff Hostler 24-Mar-11 F Revised to change wording to delete references to Supply Order since that form has been deleted and we no longer use it. Added REV. column in Revision History section. ***End of procedure*** Date: 24-Mar-11, Rev. F DOC#: MTC-P006 Page 9 of 9