Pleasanton ISD Purchasing Manual

Transcription

1 Pleasanton ISD Purchasing Manual

2 Table of Contents Introduction... 3 Purchasing Guidelines Purchasing Policy... 4 Purchase Order Procedures... 5 Purchasing Deadlines... 6 General Coding Guidelines... 6 Requisition System... 6 District Supply Requests... 7 Receiving Procedures... 8 Merchandise Return Procedures... 8 Inventory Changes and Surplus Property... 9 Toner Recycling Archive Procedures

3 INTRODUCTION The purpose of this manual is to assist district personnel in securing supplies and equipment needed in normal day-to-day operations. Supplies may be secured through the district (limited supply items mainly high-volume and janitorial items) or from outside sources subject to the procedures outlined in this manual. The District s Policies and Procedures, pertaining to purchasing are derived from State Law, Statute and District Policy. Public entities must conduct all of their dealings in the public eye and must adhere to strict legal guidelines. As a public entity, our district must make its purchases within relevant statutes and policies. Although bound by these constraints, the school district s objective is to purchase the best products, materials, and services at the lowest practical prices. Legal points to remember: 1) It is important to remember that individual schools and departments are not separate legal entities. When determining what sort of competitive process will be required for the purchase of quantities of an item or a category of similar items the entire district's purchases are considered. Generally speaking the aggregate purchases of a particular category of related items such as office supplies, athletic supplies or instructional supplies must be submitted to competitive bidding when the aggregate purchase will total $50,000 or more over a twelve-month period. For example, if the total purchases of office supplies made by all departments and campuses in the district over a twelve-month period will amount to $50,000 or more, those office supplies must be submitted to competition as required by the Texas Education Code. Purchasing sources such as the BuyBoard, Cooperatives, etc. allows the district to purchase these items without bidding. 2) The Texas Education Code provides for criminal penalties for persons who intentionally circumvent the purchasing contracts law by making split, separate, sequential, or component purchases. Regulation CHD-R states that: "A district employee who purchases or orders any item or service in the name of Pleasanton ISD or who obligates the credit of Pleasanton ISD without following the purchasing policies and procedures shall be personally responsible for payment to the vendor or return of the item". PURCHASING GUIDELINES 1. You MUST have an approved PO prior to purchasing goods and services (including repairs or contracted services). You should not be waiting for services to be rendered or invoices to be generated before your PO is done. 2. Make sure all merchandise is sent to the Pleasanton I.S.D. Warehouse, 1860 Bensdale Rd. Pleasanton, TX Please have original invoices addressed to Pleasanton I.S.D. Accounts Payable 4. You are responsible for your H-E-B and Wal-Mart credit cards. If you allow the card to be checked out, you will be responsible for the receipts to be turned in for payment. Collect the receipt when the card is returned. Please write the PO # on the receipt. 5. Please check each invoice for accuracy of the billing, before you sign OK to pay. Remember to check the freight charges. 6. Please call the vendors directly if you have a dispute on an invoice. Only the person placing the order knows what was said and agreed upon. The Accounts Payable Clerk will remove sales tax and correct math errors, but will not be able to negotiate for you. 3

4 7. You should sign off on an invoice at your earliest convenience and return it promptly. We write checks each week. You should be taking advantage of 10-day discounts if available and avoid paying late to circumvent late charges. 8. Unauthorized purchases the school district will NOT PAY for purchases (any commitment of district dollars) made unless a purchase order was issued first. Valid authorization and approval of a purchase is an order that is assigned a purchase order number. Any supplies/equipment/services committed to or obtained with a requisition number and not a purchase order number is considered an unauthorized purchase and will be at the employee s expense and subject to disciplinary action. 9. You may NOT purchase personal items through any of the schools accounts. 10. If you receive a copy of an invoice from us with a note on it, we expect a written reply on that invoice for our files. 11. If you have a student group traveling and you are going to need meal money, you should submit the PO as soon as the trip is approved. Use the largest head count expected. You should include the date the check will be needed on the PO. Prior to your trip you can call the Accounts Payable Clerk with an accurate head count and the check will be cut. If you do not have your PO in, it delays your check! 12. Fill out your bus request and POs for meals or registration fees at the same time. 13. New Vendors please the Accountant and cc: Purchasing Agent. Include the address and any telephone numbers for the new vendor. We must receive a W-9 on all new vendors. Make sure all information such as signature, tax status, address and ID numbers are filled out on the W9 form prior to sending in to the Business Office. Incorrect or incomplete data will result in delaying vendor input. New vendors must also complete the Vendor Application Form. Any CIQ (Conflict of Interest Questionnaire) forms that are received are posted on our website as required by law. 14. Invoices or requests that are in by Friday will be processed the next week. (Provided your PO is already approved). Checks are written on Wednesday for FRIDAY release. 15. PISD has an account with Amazon.com. Please use Amazon to compare prices since the products they carry are usually sold at a discount. If you need assistance, please contact our Purchasing Agent. 16. PO s must be issued for all purchases reimbursements to individuals need prior approval if exceptions are needed for emergency items, etc. 17. Provide detail information on the purchase orders for everyone in the approval process and auditors to identify what is being purchased. Provide descriptions along with catalog numbers. PURCHASING POLICY District purchasing policies are intended to facilitate the acquisition of supplies/equipment/services with as little effort on the end user as possible and to ensure that all aspects of Texas Education Code are satisfied. Generally, the acquisition of all supplies/equipment/services not available through the district should be initiated with the following guidelines in mind: 4

5 Purchase Requests for less than $1,000 per item: No attempt at competition is required; however, the requestor is encouraged to secure competition through quotes from 2 or more vendors to obtain the best products, materials and services at the lowest practical prices. No documentation needs to be submitted to the Purchasing Agent but should be held at the requestor s end in case it is needed for further clarification. The Price Quotations Form (page 16) is available on line and can be used for documentation. Purchase Requests for $1,000 - $5,000 per item: The requestor must secure competition through quotes from a minimum of three (3) vendors if the unit price of an item is $1,000 to $5,000. All quote documentation concerning choice of vendor needs to be submitted to the Purchasing Agent with the requisition request for documentation. Requisitions will be held up in the approval process until all documentation is received. PISD is a member of numerous Co-Ops including Buyboard, TIPS/TAPS, DIR, TPASS, Region 20, etc. The district encourages requestors to use these Co-Ops whenever possible. Check the PISD website or contact our Purchasing Agent to verify if a vendor is on a Co-Op. All of these Co-Ops can be accessed through the PISD website. Purchase Requests for $5,000 - $49,999 per vendor: The requestor must secure competition through quotes from a minimum of three (3) vendors if the requisition total is $5,000 to $49,999. The written request for quotations should contain specific, clear and concise requirements. This procedure helps assure that all vendors receive the same information regarding the requirement. Faxes may be used to issue and receive quotations. A copy of the three quotations must be sent to the Purchasing Agent. Originals of all documentation relating to these purchases should be kept on file by the requestor. Requisitions will be held up in the approval process until all documentation is received. Purchase Requests for $50,000 or more: Purchases of $50,000 or more which are not currently available through district bid, other approved agency bids, or sole source purchase are subject to competitive bidding/proposals. A formal bid must be prepared, issued, advertised in the local paper, publicly opened and evaluated by the Purchasing Agent. Please contact the Purchasing Agent if a purchase is $50,000 or more to ensure all purchasing requirements are met prior to purchasing items or acquiring services. A sole source purchase can be made without the benefit of a competitive process when there are NO other items available in the marketplace that have the same fit, form and function of the type being purchased. The Sole Source Affidavit Form must be completed and returned to the Purchasing Agent. PURCHASE ORDER PROCEDURES The originator of purchase orders within the district is that person or campus who will be the end-user or recipient of the requested item. As such, the person or campus assumes the responsibility to ensure that proper and adequate descriptions of the items requested accompany the new purchase form request assuring the correct item is ordered. When the originator identifies the needed item, a purchase requisition will be initiated. Each campus/department uses their own purchase requisition form. 5

6 If the item is sole source (few items are), the quote sheet is not required as these items are available from a single source due to copyrights, patents, trade secrets, etc. Examples may be books, films, replacement parts, etc. The words sole source Sole Source Affidavit Form should appear after the vendor name on the Purchase Requisition Form. Also include a signed copy of the sole source affidavit from the vendor. The originator, having followed the above guideline, will present the purchase requisition form and Price Quotation Form (if required) to their principal/director for approval. If approved for purchase, the campus/department secretary will originate the requisition. It is important to plan appropriately for purchases and prepare the purchase order to allow time for proper approval and processing. Purchase orders should be prepared and submitted for approval and processing prior to ordering the merchandise or contracting for services from the vendor. If an exact price is not known for services, obtain an estimate and submit the purchase order with the estimate. Always remember to inquire and include shipping or freight charges to the purchase order. When the Purchase Order is processed with all signatures and purchase order number, then you may order the item(s) / services including online purchases DO NOT ORDER BEFORE PURCHASE ORDER IS PROCESSED. Requisition numbers are not allowed to be used to order items. PURCHASING DEADLINES In an effort to maximize the use of budgeted funds during the current fiscal year, the purchasing deadline for supplies and equipment shall be April 1 st. Summer needs for staff development and summer school should be anticipated and ordered prior to the May 1 st deadline. Purchasing documents for services and travel should be submitted by August 1 st. At times, the purchasing deadlines for state or federal grants may be earlier than the deadlines stated above due to grant ending dates. Please remember all state and federal funds must be used and spent for the school year they are awarded and not for startup items or services for the next year. GENERAL CODING GUIDELINES 6329 Books, Magazines, Newsletters (Reading Material) 6399 Supplies (this code now includes furniture or computers and software) 6411 Travel (this includes meals, mileage, registration) 6495 Dues & Memberships 6499 Misc. Operating expense You should always code items correctly. If you do not have an appropriate code built or if you do not have funds available in the proper code you need to submit a budget amendment. REQUISITION SYSTEM Please allow adequate time for your requisition to be processed. We make every effort to move requisitions through the approval process in a timely manner and we appreciate your cooperation. Anyone that is in the approval process please remember to check TxEIS daily in order to expedite the approval process. Please remember the first line of the description on your requisitions is what the approver sees this line should tell the most about your purchase. This line is also printed out for School Board approval, so please proof read for spelling errors. 6

7 DISTRICT SUPPLY REQUESTS In order to secure supplies kept in inventory in the district, a Purchasing Requisition Form must be completed and forwarded to the Purchasing Office. We currently keep white letter copy paper in the warehouse for district use. When items are delivered, signature and date must be obtained to verify receipt. Please note that we ask for a 5 day turnaround time for these items to be delivered. Correct completion of this form includes: Purchase Requisition Form: 1) Indication of Campus / Department 2) Date of Request 3) Person Submitting Request 4) Fund Code 5) Quantity Requested 6) Description of Item 7) Originator Signature 8) Campus Administrator Signature There are also envelopes stored in the warehouse. The Envelope Requisition Form (page 19) must be filled out and forwarded to the Purchasing Clerk. There is no charge to the campuses for district envelopes. The Warehouseman will deliver within 5 days. Correct completion of this form includes: Envelope Requisition: 1) Requester/Campus 2) Date 3) Quantity Janitorial Supplies are kept on hand at the warehouse. Please forward the Janitorial Supplies Requisition Form (page 20) to the Maintenance Department. Please note: the Campus/Department Administrator must sign the Janitorial Supplies Requisition Form or the form will be returned for signature. The Warehouseman will deliver within 5 days. The Maintenance Department will total the cost of monthly supplies by campus/department and will forward to Accounting to be posted at the beginning of each month for the previous month. Correct completion of this form includes: Janitorial Supplies Requisition: 1) Indication of Campus / Department 2) Date of Request 3) Person Submitting Request 4) Quantity Requested 5) Campus Administrator Signature 7

8 RECEIVING PROCEDURES All deliveries to the district MUST be received at the District Warehouse (1680 Bensdale Rd, Pleasanton, TX 78064). Damage to the exterior of boxes/cartons will be noted upon receipt at the warehouse. Items will be delivered to campus locations and signed off by recipient on a receipt log. The end-user shall immediately report any shipment containing damaged or missing item(s). In the case of supplies/equipment received directly from vendors, it is important to immediately inspect all deliveries upon receipt and note on the freight or delivery ticket any visible damage to cartons/boxes. Please inspect any damaged containers as soon as possible. If damage to merchandise is discovered, the freight company and/or vendor are to be notified. Do not allow more than three (3) working days to lapse between discovery of damaged goods and the notification of the Freight Company and/or vendor. If assistance is needed, please call the Purchasing Office. Items which include a warranty should have associated problems reported to the vendor as soon as noted. If your receive warranty cards, complete and return them to the manufacturer. The warehouse will not be responsible for the delivery of personal items, the receiver will be notified and they will need to make arrangements to get the item from the Warehouse. MERCHANDISE RETURN PROCEDURES 1. The end-user (teacher, secretary, department supervisor) shall identify and notify the vendor that a return is pending. 2. Notify Accounts Payable of the return to halt payment of invoice if it has not been paid. Indicate whether a new invoice will be generated or if a credit memo will be issued. 3. Complete Parcel Return Form. Attach form to parcel. 4. If the return is due to vendor mistake, the vendor is responsible for return shipping charges. If other arrangements are not previously made such as the vendor providing a return label, the vendor must initiate the pick-up through the carrier they choose. In most cases, a return label or call tag is issued and brought by the carrier (ex. UPS, DHL, FedEx). We cannot use the vendor s account number to bill shipping charges. In order for the items to be picked up, the carrier must have prior authorization from the vendor. 5. Keep notes of conversations, names of individuals, telephone numbers and dates/times for contact purposes should the pick-up be delayed or issues regarding the return arise. 6. Notify Maintenance Department after the appropriate contacts are notified and forms completed. 7. If the parcel return shipping charge is to be paid by the district: i. Complete a Parcel Return Form. ii. iii. Enter a requisition to the appropriate shipping vendor for the estimated shipping cost. (The UPS Store in Pleasanton will accept PO s.) When you receive your copy of the PO notify the vendor about the return. Seal package and attach Parcel Return Form to package. Call the Maintenance Office for pick-up if you would like for the Warehouseman to return your package. 8

9 iv. Turn in receipt for freight charges to Accounts Payable for payment. Please write your PO number on your receipt. INVENTORY CHANGES AND SURPLUS PROPERTY Inventory that is no longer being used, obsolete or broken/damaged is considered Surplus Property. If the unusable items are in question, please contact the Purchasing Office to verify if the items can be sent to the Warehouse as Surplus. Surplus Property is divided into two categories: Miscellaneous Surplus: Any item that is not technology-related. Examples: Furniture, large office supplies, various teaching materials Technology Surplus: Items that are related to technology functions. Examples: Computers (monitors and CPUs), computer accessories, PDAs When sending inventory that is no longer being used or obsolete/broken, please follow the instructions below: For Miscellaneous Inventory: 1.) Complete an Inventory Change/Surplus Form. Do not include technology items on this form. Complete a separate Technology Inventory Change/Surplus Form. 2.) Complete a maintenance work order to request pick-up of the items. Include the work order number and date on the surplus form. 3.) Include a copy of the Inventory Change/Surplus Form with the items. The form must accompany the items or they will not be picked up. 4.) Forward a copy of the Inventory Change/Surplus Form to Accounts Payable at the Central Office. It is not necessary to forward an additional copy to the Purchasing Agent. The copy accompanying the items will be filed. For Technology Inventory: 1.) Complete a Technology Inventory Change/Surplus Form. 2.) Complete a Technology Work Order to request pick-up of the items. Include the work order number and date on the surplus form. 3.) Include a copy of the Technology Inventory Change/Surplus Form with the items. The form must accompany the items or they will not be picked up. 4.) Forward a copy of the Technology Inventory Change/Surplus Form to Accounts Payable at the Central Office and to the Technology Department. It is not necessary to forward an additional copy to the Purchasing Agent. The copy accompanying the items will be filed. Generally a surplus auction in held once a year. Auctions are held online and information will be posted on the Purchasing Department Surplus option on the PISD website. 9

10 TONER RECYCLING PISD participates in toner recycling. We have three different types of toners: Dahill (Xerox), and any other miscellaneous toners. Please get in the habit of storing the empty toner in the new toner box and follow the procedure below based on your toner type. Dahill (Xerox) Toner: Please use the following link to print a label for each box. Leave the dealer code area blank. Once printed, make sure the box is taped closed and the label is taped securely to the front of the box. Please send Purchasing Agent an advising him that there are toner cartridges at your campus for pickup for each of these and the miscellaneous toners. The Warehouseman will make sure the Dahill toners get picked up by UPS on their daily deliveries; and the miscellaneous get collected for recycling here in town. If you have any questions, please contact the Purchasing Agent. ARCHIVE PROCEDURES Pleasanton ISD follows the retention schedule for public school districts on the Texas State Library & Archive Commission. The link is located on our Purchasing Resources Website. Archive boxes can be obtained through a Purchasing Requisition Form. The Storage Transmittal Form can be filled out online on the Purchasing webpage for forms. Each line item on the Storage Transmittal Form should include the following: 1) Coded with the correct series number 2) Complete description of records 3) School year 4) Retention (Destruction) date. The transmittal form should be submitted online and be securely taped to the top of the archive box. The archive boxes also need to be securely taped closed to protect the contents from the elements while they are being stored. The Warehouseman will collect the boxes and take them to the warehouse for storage. Any records that are not required by law to be retained can also be sent to the warehouse and labeled Immediate Destruction. Generally once a year, the retained records that have reached their destruction date will be shredded along with the immediate destruction records. Before the annual destruction, administrators will be contacted to verify the records that are listed as meeting or exceeding their retention date. If records need to be retrieved out of an archive box, please contact the Purchasing Agent. Please have as much detailed information with your request to help the clerk locate your box. The following link is to access record retention schedules for public school districts: Thank you very much for referring to this manual. We strive to make your job easier and are always ready to assist with any purchasing or accounting questions. Please contact us if we can be of further assistance. Scott Stephens Chief Financial Officer Extension 1505 Jennifer Donato Accountant Extension 1502 Rebecka Turner Purchasing Agent Extension 1225 Donna Land Accounts Payable Clerk Extension