Clackamas Education Service District

Transcription

1 Clackamas Education Service District Code: FS-017 Revised/Reviewed: 6/3/10 Requisitions GENERAL DESCRIPTION: This procedure applies to general purchasing of materials, equipment, and services for all funds. It ensures that only properly authorized purchases are made from CESD funds and that management is provided with accurate information for planning, budgeting, and decision-making. PRIMARY RESPONSIBILITY: Chief Financial Officer REFERENCE OR AUTHORITY: Board Policy DJ CESD Purchasing and Board Policy DJC Bidding Requirements OVERVIEW: All general purchases will follow this procedure. The following items, however, will be processed according to their related procedures: 1. Computer Hardware/Software: FS-004 Purchasing Computer Hardware/Software 2. Independent Contractor: FS-005 Contract Independent Contractor PROCEDURAL STEPS: 1. Employees will submit requests according to departmental procedures. 2. The department designee will create a requisition in CESD s finance system with the appropriate program account code and location. The location determines the electronic approval process. 3. When expenditures exceed the budget limit, the department designee will generate a budget transfer (FIS 025). 4. The electronic approval process flow includes, in order, the department director or designee, the director of Fiscal Services, and for purchases that exceed $25,000, the superintendent. All approvals will be encrypted in CESD s finance system. If either the director or the superintendent denies the request, the department director will notify the employee. 5. Once approved by all appropriate individuals per the process flow, the requisition will be converted into a purchase order. CESD is not obligated for any commitments made prior to the generation of a purchase order. Requisitions approved by 4:30 p.m. will be converted into a purchase order the next working day. 6. Electronic notification will be sent to the department designee at the time the requisition is converted to a purchase order reflecting the requisition number and corresponding purchase order number. 1-9

2 7. The department designee is responsible for notifying the employee who initiated the request that it has been approved and that a purchase order has been issued. 8. The accounts payable clerk will forward the purchase order to the department designee. REQUISITION SELF SERVICE DEVELOPMENT AND GUIDELINES: 1. Step 1: Select Requisition Self Service 2. Step 2: Complete Profile Specific information will automatically fill in on the Profile Section. Profile information will be included for all requisition lines. a. Basic r 2-9

3 b. Detail Profile c. Accounting 3-9

4 d. Comments The requisition number is provided when either Comments or Find/Shop (Special / Services) is selected. 4-9

5 3. Step 3: Select Find/Shop After selecting Find/Shop Special/Service and accessing requisition detail, location (Approval Process Flow) defined in the Basic tab area cannot be changed. Complete the following: a. Item Vendor Reference Number b. Description Vendor description limited to 25 characters c. Quantity d. Unit of Measure e. Cost per unit of measure Can override: a. Vendor b. Accounting unit and account; activity and category, if required Open purchase orders for services should be entered as Amount for Item Type and quantity as 1. As the services are performed and paid, the purchase order balance is reduced to reflect the invoice amount. 5-9

6 4. Step 4: Add Line(s) 6-9

7 Add additional lines by changing the required information and selecting Add. The additional items/services will be added to the shopping cart. 5. Step 5: Select Save after adding all lines. After selecting Save, a message will inform the requester if there are errors. Follow the instructions, correct the error(s), and select Change for the specific line. 7-9

8 6. Step 6: Checkout and other options Sequential Steps (Save/New) Saves information for future access and creates new requisition profile (refer to Step 2 above). (Save/Checkout) and (Checkout without Saving) Sends requisition according to approval process flow as determined by requisition location. (Clear) Clears cart even if item was saved. Line(s) information will be deleted. (Print) Sends copy of requisition to requested printer. 8-9

9 Approval Process Flow the finance system setup default location for program designee who is creating budget transfer (FB40) will determine the approval process. Location Requesting Location Name Approval - Level 1 Approval - Level 2 Fiscal Services 030 School Improvement School Improvement Director Chief Financial Officer 051 Superintendent Superintendent Chief Financial Officer 052/052A Human Resources HR Director Chief Financial Officer 054 Fiscal Services Chief Financial Officer Superintendent Chief Financial Officer 060C/060N CESC Program Coordinator Director Chief Financial Officer 060L Special Education - LEEP Program Coordinator Sped Director Chief Financial Officer 060LC Special Education LEEP Program Coordinator Sped Director Chief Financial Officer 060S Special Education Sped Director Chief Financial Officer 065 EI/ECSE Evaluation Program Coordinator ECE Director Chief Financial Officer 095 NIS Chief Information Officer Chief Financial Officer 095E NIS Oregon esis Consortium Program Coordinator Chief Information Officer Chief Financial Officer 202/202A OHSPP Program Coordinator School Improvement Director Chief Financial Officer 203D EI/ECSE Program Coordinator Sped Director Chief Financial Officer 203J EI/ECSE Program Coordinator Sped Director Chief Financial Officer 204 CCR&R School Improvement Director Chief Financial Officer 206 Merrick School Program Coordinator Sped Director Chief Financial Officer 219 Special Ed Emotionally Disturbed Program Coordinator Sped Director Chief Financial Officer 260 CTEC/WIA Program Coordinator School Improvement Director Chief Financial Officer 312 Professional Development HR Director Chief Financial Officer 508 Special Ed MAC Sped Director Chief Financial Officer 518 Technical Services NIS Secretary NIS Coordinator Chief Financial Officer 520 Printing Services Program Supervisor Chief Financial Officer 9-9