TOLLESON ELEMENTARY SCHOOL DISTRICT NO. 17

Transcription

1 TOLLESON ELEMENTARY SCHOOL DISTRICT NO SUPPORT OPERATIONS MANUAL Expecting Excellence, Achieving Greatness -1- Revised 07/30/2012

2 Business Services Department Staff Directory Fax Number: Jim Serbin Executive Director of Business Services Ext Mary Leyva Dennis Povee Director of Finance Director of Support Operations Ext Ext Traci Sawyer-Sinkbeil Director of Grants & Compliance Ext Pam Yantorno Sodexo General Manager Food Service/Catering Services Ext Nicola Lawrence Transportation Supervisor Ext Crystal Martin Dodie Montenegro Purchasing Specialist Payroll Specialist Ext Ext Revised 07/30/2012

3 TOLLESON ELEMENTARY SCHOOL DISTRICT NO. 17 SUPPORT OPERATIONS MANUAL TABLE OF CONTENTS Procurement Procedures Purchasing Guidelines....4 Consultants and Non-Employee Referees Purchase Orders.. 4 Catering Requests... 4 Dollar Limits Inter-Governmental Agreements (IGA S)....5 How to Complete an Electronic Purchase Requisition....5 Warehouse Procedures Vendor Registration Bids/Quotes Sales Tax Purchase Order Approval Purchase Order Distribution Purchase Order Revisions Checking your order status...9 Department Budgets Budget Transfers Maintenance Work Orders Emergency Work Orders Appendix Forms Revised 07/30/2012

4 Procurement Procedures Business Services Purchasing Department continues to update the contract listing of suppliers. We look forward to a successful year in helping make your purchasing experience more efficient and effective. For In-State and Out of State Travel and for Conference Registrations. Please refer to the Employee Travel Procedures Guide Located on Sharepoint under Documents. For Student Activities and Clubs, please refer to the Student Activities Club Sponsor Handbook located on Sharepoint under Documents. Purchasing Guidelines Purchase orders must be prepared for all purchases in advance of the purchase or services to be performed. This also pertains to any vendor who wants to send you an item for a 30-day trial demo period. Purchase Orders, not the requisition, must be in hand before you take possession of the merchandise. Employees who purchase items without purchase orders (including request for reimbursement) are in violation of the Arizona Procurement Rules and District Policy. The responsible party can be subject to criminal conviction and be held personally responsible for the payment of all cost associated with the purchase. Having a purchase order in place prior to placing an order protects the individual from personal liability. Please keep in mind that a requisition is not an authorized purchase order. Once your requisition is authorized the Entity Copy will be returned to the requisitioner via interoffice mail. DO NOT ORDER ITEMS OR ALLOW SERVICES TO BEGIN WITHOUT AN AUTHORIZED PURCHASE ORDER NUMBER. Consultants and Non-Employee Referees Purchase Orders All consultants and non-employee referees must have a current IRS W-9 form on file with the Purchasing Specialist before a purchase order may be issued. Purchase Orders must be issued prior to the service being provided. The W-9 form is located on the District Website under Departments/Purchasing and Sharepoint. Catering Requests At least 7 days in advance of catering, please complete the Catering Request Form found in Appendix 16 or on Sharepoint and docsend it to the Food Services Manager for a quote. Once you receive the quote, please fill in the requisition # or PO # on the form and docsend back to the Food Services Manager. Caterings will not take place if a PO is not issued at least two days prior to the event. -4- Revised 07/30/2012

5 Dollar Limits Plan Ahead This Process Takes Time If the District has to pay a vendor for a product or service that will total at least $5,000 within a fiscal year, a competitive process (quotes, bids, proposals) will need to be followed. This is not a single purchase threshold, but is a district-wide total for vendors not on contracts. Purchases less than $5,000 for a specific vendor cumulatively across the district for the fiscal year, may be made without official quotes. Purchases from $5,000 to less than $25,000 require three oral vendor quotes. See Appendix 17. A purchase exceeding $25,000 but less than $50,000 must have three written vendor quotes. If a written quote is required, notify the Purchasing Department by that you are soliciting written quotes. Include the names of the vendors that were invited to quote and what your stated vendor deadline date and time is for submitting the quotes. All written quotes must be signed and submitted by a vendor directly to the Purchasing Department at the District Office. The district will not process requisitions involving written quotes that have not followed this procedure. Purchases exceeding $50,000 will need to go through a formal bid/proposal process. Please keep this in mind when you plan to implement new programs NOTE: Textbooks for adopted curriculum are the only purchases that do not require a competitive process. Inter-Governmental Agreements (IGA s) (See Appendix for process flowcharts) If the District is contracting with another Governmental Agency for purchases or services, an IGA must be approved by the Governing Board. The competitive purchasing process requiring quotes/bids does not apply. The IGA must be approved by the Governing Board and approved by district legal counsel prior to purchase order approval. The IGA process can take up to 90 days before approval by the board. Please reference the date that the Governing Board approved the IGA in the body of the purchase order, to expedite the approval process. How to Complete an Electronic Purchase Requisition Non-Warehouse Orders Complete the paper requisition and submit to school secretary for input. See Appendix 19. The electronic requisition is to be completed by the school or department ordering supplies or equipment. Each order must be assigned to a specific vendor. Please allow at least 5 days from the time the requisition was entered and approved by your Administrator, to receive a PO. -5- Revised 07/30/2012

6 Warehouse Procedures Warehouse Orders The warehouse is an essential part of the procurement process. The district often takes the opportunity to order items in bulk, on sale, or in large quantities as needed by the district. Please refer to the Warehouse Catalog to verify items are stocked. Completing an On-Line Warehouse Requisition Warehouse requisitions are done the same as other requisitions except for the following: (Be sure to approve your own requisition) 1) Go to the Warehouse Module, then Ordering, and then Control Panel. Follow the same procedure except in the item area select the appropriate item requested from the warehouse. 2) Input account code and correct DAC for shipping. Orders will be routed directly to the warehouse and will be filled if all requirements have been met. If budget capacity, availability or procurement is not acceptable the department head will be notified. NOTE: Paper and requests will no longer be accepted for warehouse items such as copy paper and teacher supplies. Also, any purchase requisitions submitted directly to a vendor that includes warehouse items will be returned. It is necessary that warehouse stock be used first prior to ordering from vendors. If you have any questions about the procedure or availability please contact Dennis Povee Ext Warehouse Deliveries Warehouse deliveries will occur weekly. This includes all outside vendor orders and warehouse orders. All items and orders in the warehouse will be processed and placed on the next available delivery to the site. DO NOT CALL THE WAREHOUSE TO EXPEDITE ORDERS. PAPERWORK AND PROCESSING IS NECESSARY PRIOR TO DELIVERY. Receipt of Items A specific location will be identified at each site/department for delivery. A signature of receipt is required for all items. Unless prior authorization is provided there will be no delivering to classrooms or alternative delivery areas. Upon warehouse personnel delivering materials, school should pull their entity copy as verification of items ordered and received. Any items on backorder and not received will be noted on warehouse receipt. Warehouse personnel will follow up on -6- Revised 07/30/2012

7 all back orders. Should no school personnel be available for receiving, items will be returned to warehouse for pick up by school staff. Copy Center Requests The copy center should be utilized when making over 100 hundred copies per page. School Administration (or designee) is responsible for submitting the purchase order for copies. An open PO is recommended. The requester will complete an online Maintenance Direct request work order. Select Print Shop In section 4 include the following information: Single sided or double sided (printing) Number of copies to be made Stapled and where staple needs to be placed Hole punched? Color paper? Send the originals through the interoffice mail: Attention Copy Center Include a sample of the end product Expect a seven (7) day turnaround time. (Please plan ahead) Maintenance Direct will keep record of the requestor, number of copies and the cost. Printer Toners All computer toners are to be ordered through IT Direct. Be sure to include the printer type and toner type. All toners will be charged back to the appropriate department/school budget. If you have any questions about printer toners or copy machines contact Dennis Povee at Ext.2020 or dpovee@tesd.k12.az.us. Vendor Registration The District utilizes AZPurchasing.org for its bidder list. Vendors must register at Vendors must also submit a W-9 to the Purchasing Department prior to any purchases being made. This process can take several days to complete. Please plan accordingly. Call the vendor ahead of time to be certain that they will accept a purchase order. -7- Revised 07/30/2012

8 Bids/Quotes In the event that the Purchasing Department determines it would be advantageous to consolidate several requisitions from various schools or departments and seek bids on similar items, the principal or department head concerned will be notified. Be aware that if a vendor exceeds $5,000 on a district-wide basis, we are then required to seek a minimum of three quotes for all subsequent purchases. The Purchase Order Quote Form is located on Sharepoint under Documents/Purchasing. Sales Tax We are required by law to pay sales tax (whether the vendor is in or out of state) and that amount will be added to your purchase order along with any shipping charges. For out of state purchases add 6.6% tax to your order. Purchase Order Approval Each purchase requisition must be properly coded. Upon receipt of a requisition, the Purchasing Department will review it to ensure proper completion. It is the responsibility of the requisitioner to provide specific descriptions and accurate prices of the items whenever possible. List each item on a separate line, and do not put See Attached Quote. It is also required to place the purchasing contract number on the requisition (if applicable). The Executive Director of Business Services will then verify that funds are available and create a Purchase Order (PO). Any further reference to the requisition will then be made by purchase order number. If, for any reason the requisition is not approved, the requisitioner will be informed via e- mail and will electronically receive the requisition back with an explanation as to why the requisition has been returned. If you are going to pick up your order from a local vendor or the requisition is a conference request, please indicate this by selecting the RTS (return to sender) in the upper right-hand corner of the Purchase Requisition form. The Purchasing Department will send the Vendor Copy of the PO via interoffice mail to the requisitioner. The Business Office does not fax PO s to vendors for any type of event registration. You are responsible for faxing the PO to the vendor. You must use this copy of the purchase order as it is the official purchase order. It is imperative that you take the PO VENDOR COPY to the vendor whose address appears on the PO. The only exception is when there is an account number printed in the address or attention area. In that case, we are paying one remit address. For example, if the PO is for the Baskin Robbins in Avondale, please DO NOT take your purchase order to the Baskin Robbins in Phoenix, because each store is individually owned and they will not accept the Purchase Order! If you are not sure, please call Ext and ask. -8- Revised 07/30/2012

9 Purchase Order Distribution When a PO is printed from the Purchasing Department our purchase order distribution is set-up as follows: 1. The VENDOR COPY - Will be faxed, mailed, RTS, or order placed online depending on the method selected. 2. The ENTITY COPY Will be returned to the site/department via interoffice mail. 3. The RECEIVING COPY (Purple FOR FY 12-13) Will be sent to the warehouse. For conferences the receiving copy is sent to the attendee. After the conference the receiving copy must be signed by the attendee and attach either the name tag, agenda or copy of the certificate of participation and send within 5 days to Accounts Payable. 4. The FILE COPY - Will be sent to Accounts Payable. There is a watermark at the bottom of the form designating which copy you have (VENDOR COPY, ENTITY COPY, RECEIVING COPY, or FILE COPY) Purchase Order Revisions If you discover that changes need to be made to a purchase order that has been processed, have your administrator/department head send an to the Purchasing Specialist at cmartin@tesd.k12.az.us indicating the requested changes. Please reference the PO number in the subject line. The Purchasing Specialist will process the changes and reprint the purchase order and interoffice mail the revised PO to the requisitioner. Checking your order status You may call the warehouse with your purchase order number regarding the status of your order (Ext. 8605). DO NOT CONTACT THE VENDOR. The warehouse is responsible for contacting the vendor and you will receive an update on the status of the order. If you need to contact the Purchasing Specialist for any inquiries, call Ext Revised 07/30/2012

10 Department Budgets Each department is required to monitor and spend within line item budgets. Budget reports are available in the General Ledger by School/Department or you can questions to Budget line amounts can also be viewed from the requisition page on the control panel by holding down CTRL key and pressing B key at the same time. Budget Transfers Budget capacity can be transferred from one budget line to another by the School Principal or Dept. Heads through the following format: $2500 from to REMEMBER BUDGET CAPACITY CAN NOT CHANGE FUNDS. THE FIRST THREE NUMBERS (FUND) HAS TO REMAIN THE SAME. Submit your budget transfer request by to the Executive Director of Business Services at jserbin@tesd.k12.az.us or the Director of Finance at mmleyva@tesd.k12.az.us. Maintenance Work Orders The district utilizes SchoolDude for online work orders to report and track all maintenance requests. It is an essential part of the maintenance program that all work assignments are documented and tracked. Tracking increases the department s efficiency, accountability, communication, and maximizes the district maintenance budget. To create a user login go to the organization number is Then follow the directions to establish a login. All work orders follow the procedure below: 1) New request is submitted. 2) Your request will be forwarded automatically to the Director of Support Operations for approval. 3) Following approval, the work order is assigned to the appropriate staff. 4) After the work-order is completed a confirmation is sent to the requester verifying the completion of the work order. 5) Labor, supplies, and materials are all tracked to the work order for future warranty issues Revised 07/30/2012

11 Emergency Work Orders From time to time emergencies come up. Work orders still have to be submitted into the work order system. Check the emergency button on the work order. (AN EMERGENCY CONSTITUTES AN EVENT INVOLVING THE HEALTH, SAFETY, OR WELFARE OF SCHOOL PERSONNEL OR STUDENTS). The work order is also the basis for billing from the vendors. Calling the Business Office or Maintenance Department prior to submitting a work order will not expedite the request any faster. The Maintenance Department cannot bypass the process. All staff has been directed not to respond to verbal requests. The following link can be used to download the manual for processing maintenance requests. equester_v11.pdf If there are any questions contact the Director of Support Operations at Ext Expecting Excellence, Achieving Greatness -11- Revised 07/30/2012

12 TOLLESON ELEMENTARY SCHOOL DISTRICT NO. 17 SUPPORT OPERATIONS MANUAL APPENDIX Intergovernmental Agreements Workflows (IGA S) Initiating an IGA/MOU/Agreement IGA/MOU/Agreement Created by outside Entity...14 Renewing an IGA/MOU/Agreement Catering Request Form Vendor/Written Quote Summary Sheet Non-Warehouse Orders-Paper Requisition Receipt of Acknowledgement Revised 07/30/2012

13 Tolleson Elementary School District No. 17 Business Services Department Processes for IGA/MOU/Agreements In order to improve and expedite the process for the creation and approval of Intergovernmental Agreements (IGA), Memorandum of Understandings (MOU) and any other type of Agreements between the District and other entities, the following processes have been established. Please keep in mind that these processes require time, so please plan ahead accordingly. Initiating an IGA/MOU/Agreement -13- Revised 07/30/2012

14 Tolleson Elementary School District No. 17 Business Services Department IGA/MOU/Agreement created by outside Entity -14- Revised 07/30/2012

15 Tolleson Elementary School District No. 17 Business Services Department Renewing an IGA/MOU/Agreement -15- Revised 07/30/2012

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20 TOLLESON ELEMENTARY SCHOOL DISTRICT NO. 17 SUPPORT OPERATIONS MANUAL Receipt of Acknowledgement I have received and read the Tolleson Elementary School District #17 Support Operations Manual. I agree to comply with the procedures set forth in this manual as a condition of my continued employment. I understand and agree that the Support Operations Manual and any other school document is not a contract of employment. Print Name: Signature: Date: For Office Use Only: Rec d by: Date: -20- Revised 07/30/2012

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