DISD Purchasing Procedures I. Approved Vendors: II. Shipping Charges Shipping charges MUST be added to the requisition.

Transcription

1 I. Approved Vendors: A. Only vendors from the approved vendor list may be used. These vendors have bid on instructional and athletic supplies and have agreed to DISD s terms and agreements. B. Check the price lists or catalogs provided by the vendor. If you do not have a current catalog there may be one at the administration office or we may be able to get one for you. C. If it is necessary to order a product from a vendor not on our list, it must be a Sole Source Vendor (the ONLY vendor that makes this product). Please send the vendor information including a fax number to the central office, via to Beth beodom@dimmittisd.net and request the addition of a new vendor. We will send a Vendor Application and Bid Request to this vendor. If the vendor chooses to complete these forms and return them to our business office, we can add them to the vendor list. II. Shipping Charges: Shipping charges MUST be added to the requisition. If you do not know the exact shipping charges, add 20% of the total order. Your requisition will be returned to you if you do not add shipping charges, delaying the order process. Any unused funds will be returned to your account when the purchase order is liquidated. III. Submitting Requisitions: Before a requisition for supplies or equipment can be submitted, you must first fill out the Dimmitt ISD Pre- Acquisition Form. Please route this form through your campus principal. After approval and signatures from the principal, it will be returned to the campus secretary for further processing. A. After your requisitions are entered from the campus, please allow 3 working days for approval, printing and returning them through the inter-campus mail. (Please see the PowerPoint with step-bystep instructions for creating a requisition to help get them approved quickly. This will help avoid them being returned to you.) B. If requisitions are not approved, they will be electronically returned to you and will need to go into TxEIS, Purchasing, Maintenance, Create/Modify Requisition, Directory & Search. Those requisitions returned or save & not submitted will appear. Click on the Blue Requisition number to pull up the requisition to change or correct. Be sure to Submit when complete. Look for an alerting you that a requisition has been returned. Corrections may be made and the requisition resubmitted. Reasons a requisition may be returned are: missing vendor name, missing or incorrect account number, or denial of purchase. C. Requisitions must be based on established budgets. All purchases must be supported by the District or Campus Improvement Plans. Items listed in your Improvement Plans are based on documented needs, which are determined by analyzing data and seeking input from stakeholders. If you have questions on the District or Campus Improvement Plans, please see your building secretary or Principal. D. Employees may not place an order, or make any purchases without a printed, signed purchase order. If you have an emergency that requires an immediate purchase, you must get prior approval from Becky Standlee, Director of Finance and Budget. The date on your purchase order MUST precede the date on the receipt. If you make a purchase without a purchase order or prior approval, you will be responsible for the bill.

2 E. Canceling a Requisition/Purchase Order: 1) If you have submitted a Requisition that needs to be changed or cancelled, please Becky Standlee, Director of Finance and Budget with the requisition number to be returned. To find a Requisition that has been returned, go into TxEIS, Purchasing, Maintenance, Create/Modify Requisition, Directory & Search. Those requisitions returned or saved & not submitted will appear. Click on the Blue Requisition number to pull up the requisition to change or correct. Be sure to submit when complete. You may change the requisition entirely or delete it. 2) If the requisition has been approved & happens to be a purchase order, and you still want to cancel, please to Carla Schilling with the purchase order number to be cancelled. This will give the business office a written explanation of why this purchase order needs to be deleted. 3) Also, write cancel or void, sign & date the pink copy of the purchase order and send to the business office. 4) If you have asked for a PO to be cancelled, please inform the campus secretary so she can note this in her book. 5) When you cancel or void a PO or Requisition, all funds will be released back into your budget. IV. Ordering: Printed District Purchase orders (Requisition System) must PRECEDE the purchase. A. A printed purchase order must be mailed or faxed to the vendor. Approved vendors have agreed to accept a purchase only when accompanied by a printed purchase order. B. When ordering, please use the Business Office address (608 West Halsell) for the billing address. The shipping address will be your campus address. C. Purchases made without a printed purchase order will be subject to non-payment by the district, making the employee responsible for the bill. D. All orders must have a separate purchase order number. The same purchase order number must not be used for another order. A new requisition must be submitted. V. Receiving: A. If an invoice is enclosed when the merchandise is received, sign and date the invoice and return to the Secretary as soon as possible. The Secretary will then attach the pink copy of the purchase order and return it along with the copy of the invoice to the business office. If there is no packing slip or invoice with the order, please contact the company for an invoice to be ed to Carla at caschilling@dimmittisd.net. Note on the pink copy of your purchase order whether your order is complete, and if not complete; list or highlight the missing items, make a copy of the Purchase Order to hold on to until all items are received. Send the approved invoice, Pink copy of the PO (or the copy noting order is not complete) to the business office as soon as you receive your merchandise. If you do not let us know that you have a back-order, the purchase order will be liquidated. B. If a packing slip is enclosed with your order, please note the PO number on it, return it to the Secretary and she will attach it to the pink copy of the Purchase Order but hold onto it until the invoice is received.

3 VI. Invoices: A. Invoices will be ed to your campus secretary from Beth Odom. Secretaries, Please forward to the teacher responsible for the invoice. Teachers please either print off the invoice, sign and date it, return it to the secretary or electronically sign it and back to the secretary with a note as to whether the order is complete or not complete. The secretary will then attach it to the pink copy of the Purchase Order and return to the Accounting Department for payment. B. Please be sure to make a copy of anything sent to the business office for your records! VII. Charge Accounts & Credit Cards: A. Lowe s Grocery Store a. When creating a Requisition for Lowes, on the top far right hand side, is a Credit Card Code space, please hit the space bar & a list comes down, choose LOWES, then fill out the remaining portion of the Requisition as the PowerPoint handout shows, to be sure each blank is filled out properly. 2) Take the white copy of the PO with you and give it to the cashier as you check out. Legibly sign (or print) your entire name on the Lowe s ticket. Immediately return the invoice to your campus Secretary who will then attach the receipt to the Pink copy of the PO and send to the Business Office for payment. If you did not spend the entire amount of your PO and plan to purchase more items, please do NOT hold onto the receipt until you have spent the entire PO. We need them turned in to the Business Office immediately. We can liquidate (return the money to your account) the remaining amount of the PO and you can put in a new requisition. 3) DO NOT USE YOUR CHASE CREDIT CARD AT LOWES!! Use the charge account. Be sure there is no tax on the receipt or you will be responsible for returning to get it removed or paying the tax. B. Wal-Mart a. When creating a Requisition for WAL-MART, on the top far right hand side, is a Credit Card Code space, please hit the space bar & a list comes down, choose WAL-MART, then fill out the remaining portion of the Requisition as the PowerPoint handout shows, to be sure each blank is filled out properly. 2) DO NOT USE YOUR CHASE CREDIT CARD AT WAL-MART!! Wal-Mart purchases require that you check out a Wal-Mart credit card from the business office. We have a limited number of Wal-Mart cards, so it is a good idea to call the business office to make sure one is available. 3) The employee must come to check out the card themselves. No one can check it out for them. They are also required to bring the Purchase Order with them when they come to check it out. If they do not have it with them, they will not get a Wal-Mart Card.

4 4) Please return the card, and the receipt attached to the pink copy of the PO to the business office within 3 days your purchase. Be sure there is no tax on the receipt or you will be responsible for returning to get it removed or paying the tax. 5) Please do not send a student or another person not employed by DISD to purchase supplies to be charged to DISD. 6) Do not charge personal items on this credit card even if you plan to reimburse the school for them. This is against the law as you must pay state tax on all of your personal purchases. C. Chase Credit Card a. When creating a Requisition for CHASE, on the top far right hand side, is a Credit Card Code space, please hit the space bar & a list comes down, choose CHASE, then fill out the remaining portion of the Requisition as the PowerPoint handout shows, to be sure each blank is filled out properly. 2) Once the purchase has been made, return the receipt to your campus Secretary who will then attach the receipt to the Pink copy of the PO immediately and return to the Business Office for payment. If you did not spend the entire amount of your PO and plan to purchase more items, please do NOT hold onto the receipt until you have spent the entire PO. We need them turned in to the Business Office immediately. We can liquidate (return the money to your account) the remaining amount of the PO and you can put in a new requisition. VII. Account number that does not begin with 199 (e.i. 244, 255, 101, 401, 313, 437) Requisitions to Credit Cards or Charged to Lowes. A. When charging on Chase, Sam s or Wal-Mart Credit Cards or to Lowes Charge Account, and it will be paid for from one of these funds, your Requisition will need to be put in a little different! This is EXTREMELY IMPORTANT!! Otherwise it causes major issues in our system & we have to contact Region 16 to fix it! B. When putting in the Requisition, follow the instruction for putting in a requisition until you get to the far right hand side to put in the Credit Card Code. 1) Hit the space bar on the Credit Card Code and a list will appear. 2) Choose the correct Fund number you are paying it from. (Ex: Paying for it out of 244, then you will choose the one on the list beginning with 244) 3) Charging on Chase, then choose Chase 244CHASE or 101CHASE or 255CHASE 4) Wal-Mart, then choose 244WalMart or 101WalMart or 255WalMart 5) Sams, then choose 244SAMS or 101SAMS or 255 SAMS 6) Lowes, then choose 244Lowes or 101Lowes or 255Lowes C. This is a must, not matter which card you are using.

5 D. Administrators or others who have a Chase card of your own you are using, DO NOT LIST YOUR CARD in the Credit Card Code as usual if using any fund other than 199!! VIII. Running or blanket purchase orders: A. Must be with local businesses only and B. Must be identified to the business office as such C. Must be re-encumbered (new purchase order) as necessary when the original amount runs out. D. Please do not send students to pick up and charge items at local stores. Take a picture of your receipt and immediately it to yourself & your campus secretary. This way if something happens before you get back to school, you at least have a copy of it. The original receipts are best but occasionally something happens (Wind, someone else cleaning out car throws it away, etc) and the receipt has mysteriously disappeared.