PURCHASING PROCEDURE MEMO MC ISSUED: 8/16/2016

Transcription

1 PURCHASING PROCEDURE MEMO MC ISSUED: 8/16/2016 FREQUENTLY USED COMMODITY CODES EXPIRES: 6/30/2017 AUTHOR: MONICA COMEAUX, PURCHASING X 8993 PURPOSE: Provide campuses and support departments a listing of frequently used commodity codes. Historically there have been revisions in how some items are classified by NIGP commodity code. In the interest of maintaining consistency Purchasing has attempted to issue a listing of those codes most commonly used in order to assist our end-users in their day-to-day requisition entry. PROCEDURES: 1. The attached listing is not an all-inclusive listing of NIGP commodity codes. To find that you must access the State of Texas Purchasing web site. Find the NIGP Commodity Book link then you can search by alpha or numeric index. 2. Use the attached listing for most commonly utilized commodity codes. 3. If you don t find the correct code, you will have to return to step 1 and LOOK it up. 4. If after looking up your product or service on the NIGP search function, you are unable to find a commodity code that fits your intended purchase, note some that are close, then contact one of the Buyers and ask which one they suggest that you use. This is especially important on Open Market purchases, but all purchases should get coded correctly. This assists Purchasing in planning which products or services may need to be pulled for individual RFP s, CSP s or RFQ s. 7. Please contact Catherine Dalles, Monica Comeaux or Tanya Pounds if there are any problems, if the commodity code that you need is not set-up in Munis, or if you ve not understood any of these procedures. Procedure Memo # MC 08/17/2016 Page 1 of 5

2 D Printer - supplies D Printers Frequently Used Commodity s * codes are subject to change. For questions regarding object codes- call Amy Parker. **For questions regarding Fixed Assets- call Pam Widmier Amusement & Entertainment Services (Accompanist/Performing Arts Professionals) Anti virus software Apple Care (6648 if purchased with ipad) Apple Vouchers Audio Visual Equip & Supplies (not otherwise classified) Projector remote Authors, Storytellers Awards- Academic (Use 6499 for Non-Academic Awards) Background Checks Banquets Batteries (AA, AAA, C, D, etc.)-- check with warehouse Beverages (thirst quenching, with electrolytes) like PowerAde, Gatorade Binder Clips Binders Books, Publications, Curriculum Guides, Directories, Magazines, Pamphlets, Reprints Bracelets/dog tags- (non-educational toys) Broom Bulletin Boards Car Rental (use 6412 for student travel) Card Stock Cart (Metal Rolling) Cart (Plastic Rolling) Catering (Contract required for banquets) CD, Video Cassette, Tapes - Prerecorded for Computer and TV CD's - Blank recordable Chalk, Dustless Chalkboard / Dry Erase Board Eraser-- Cleaners Cleaners for keyboards, monitors, etc Clinicians, Choreographers Conference Fees Copier - Excess copy charges Copier - Lease agreements Copier - Maintenance agreements Costume Rental Crayons Desk Accessories Desk Top Computers DJ's Door stops Drug Testing Services Dry-cleaning Duct Tape Dues, Memberships Easels, flipcharts E-Books (not publications) Envelopes: Clasp, String, etc Envelopes-plain (stock sizes) Erasable Markers, Crayons, Chalk, Permanent Markers (childproof safety type) Erasers- chalkboard, dry erase E-Reader, Tablet & I-Pad - Maintenance and Repair E-Readers Event Planning (Vendor sets up package deal CONTRACT NEEDED)

3 Frequently Used Commodity s Event Tickets (Purchase of tickets only for event NO contract needed) Expo Dry Erase Markers FedEx, UPS File Folder, File Frame (regular, legal & letter) File Folders- hanging type Filler paper Fingerprinting Flash drives Food (classroom supplies/teaching supplies) Food (combination, ready to eat-no catering) Fun Tak Glue Hand Cleaners (Towellets) Hand Sanitizer (liquid) Hard Drive (External) Highlighter Hole punch - electric Hole punch - manual Index Cards: ruled & un-ruled Inspections Services (General) Instructional Workbooks Internet Database Subscriptions I-Pad, Laptop Judges Label Maker/Label Tape/Embossing Machine Labels, Reinforcements, Seals 450?? 6399 Ladder /6399 Laminator- if it meets the dollar threshold (6399- supplies) Lanyards Legal pads Letter & Card Trays (all types) Letter Jackets License for Database Licensing fee to watch Movies in Class Live Stock Show Judges Magazine Subscriptions Mail Services - Delivery (UPS) Mail Services - Express (Fed Express) Markers-Erasable Membership dues Moisteners (Sticky or Rubber Fingers) Mouse Pads and Mouse Mural Painting (Contract Required) Name Badge / Tag Network Drops Newspaper Subscriptions Notary- with bond services (6339- notary seal only) Notebooks and spirals Paper (Copy) 645?? 6399 Paper (multipurpose color, card) Paper Clips Paper plates Paper towels Pencil Sharpener - electric and battery Pencil Sharpener -manual Pencils Pens school-puppeteers (CONTRACT NEEDED) Photo Paper Photographs

4 Frequently Used Commodity s Photography Services Physicals Plastic ware (disposable) Post It Notes Postage Poster Paper for Poster Machine Presentation Board Printer Cartridges/Ink/Drum Proximity card/tags /6399 Raptor System/supplies 6399 Region Service Center - purchase of goods + add line for shipping Region Service Center (workshops, training) Registration fee RFQ Educational Consultants Rubber bands Sam's Membership Renewals Scissors Scripts / Plays Sentence Strip, Sharpie Sheet Protectors /6649 Shredder (6649 if $500+) Shredding Services Soft Drinks Souvenirs. Promotional, Advertising, etc Spelling Bee (use 6499 for registration and kit) CALL Stage Curtains CALL Stage Rigging & Tracks Staple Remover Stapler, Electric Stapler, Swingline black - manual Staples Step stool Stickers (children's) Storage bags 640?? 6399 Storage boxes (paper & plastic) Student Entry Fees Student Planners Styrofoam cups Surge Protector Tab dividers Tape- masking Tape- packing, shipping, sealing Tape, Invisible and Tape dispenser Ticky Tack Tissue Toner/ink for printers Tournament Entry Fees for Students Tours - tickets/travel/whole deal package - requires contract T-shirts, jackets, hats, etc. (silk-screened) UIL books Walk-off Mat Warranties- ipad, Desktop, Laptop (AppleCare) Water, bottled Webinar White Out, Multi Purpose Wipes, Clorox or Lysol Yearbooks

5 Frequently Used Commodity s Commodity Internet Database Site, Magazine subscriptions Some web-sites are "hosted" - HISD or student info is entered and some type of report is produced by the site. Example: Student taking tests online such as with Renaissance Learning - which scores test and provides mastery results to the school. Other vendors include AIMSweb and Show Works etc. Requires Contract Routing form, attach Terms and Conditions from vendor website and route through contract routing process. ARC/CRC approval needed International Baccalaureate Program - annual program fees Texas Tech and other universities provide "Credit by Exam" hard copy of testing materials, completed tests are shipped back to the university, evaluated and report is given to HISD. Requires Contract Routing form, attach Terms and Conditions from vendor web-site and route through contract routing process. Access Fee - Reading only, no test results, no service provided. Internet database site which allow the viewer to read and/or print information from the web-site. (such as Brain Pop, Pearson AP French, Project Wisdom, Provenio Group, The Gale Group, Ebsco, E-Book Hosting, ProQuest) No contract forms required Scholastic Reading Counts -Maintenance / Support. No contract forms required Internet database site which allow the downloading of software from the website. (such as Faria, Study Island) 1 year life - No contract forms required. ARC/CRC approval needed. Internet database site which allow the downloading of software from the website. Greater than 1 year life - No contract forms required. ARC/CRC approval needed Magazine subscriptions - NO CONTRACT AVID Memberships AVID (DISTRICT contract signed by Supt.) July 1 - June 30. Commodity Books, Workbooks This code is reserved ONLY for library books that will be cataloged and controlled by the library. Books, Curriculum Guides, Directories, Magazines, Pamphlets, Periodicals, Publications, Reprints, etc E-Books Reference type books - Dictionaries, encyclopedias Workbooks, instructional aids Kits - multiple items other than books Kits - mostly workbooks Kits - books & cd Kits - mostly books