ABINGTON SCHOOL DISTRICT ABINGTON, PENNSYLVANIA

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1 ABINGTON SCHOOL DISTRICT ABINGTON, PENNSYLVANIA SUPERINTENDENT S ADMINISTRATIVE PROCEDURE REGARDING: Purchase of Goods and Services Section: Business Effective Date: September 2003 Reissued: 11/07, 8/26/08, 4/9/12, 9/18/15 See Also: Related Board Policy The proper conduct of any organization, whether a school district, service firm, or an industrial company, requires the financial affairs be handled in an orderly, prescribed manner. The request of materials, supplies, and services should be initiated by authorized personnel only. Furthermore, all orders committing District monies must be properly authorized and signed by the Supervisor of Purchasing to ensure conformance to the Pennsylvania Department of Education Regulations and Abington School District policies and procedures. Funds that are indigenous to the schools (activity funds, picture funds, etc.) shall be allocated and expended on the authority of the building principal to ensure conformance to the Pennsylvania Department of Education. The building principal shall be accountable for all such allocations and expenditures. Purchase Order Review The following guidelines have been developed to designate responsibility for the review of outstanding purchase orders and to establish a procedure for cancellation of those orders unfilled by vendors. 1. Once the purchase order has been issued by the Purchasing Department, it is the responsibility of Receiving and Warehousing to maintain a record of the status of the order. Consequently, all inquiries from principals, supervisors, coordinators, etc., regarding the status of a purchase order or a partially completed order should be directed to the Coordinator of Receiving at Extension If the individual making the inquiry does not have knowledge of the purchase order number, this number must be obtained first through the Purchasing Department. 2. Once a purchase order has been issued by the Purchasing Department, the Receiving Department will ascertain the status of any purchase order not filled by a vendor in fortyfive (45) to sixty (60) days after issuance of the original order.

2 3. The Receiving Department will complete a second check of outstanding purchases ninety (90) days after original issuance. 4. All purchase orders unfilled by vendors one hundred-twenty (120) days after original issuance will be reviewed on a monthly basis by the Coordinator of Receiving. As a result, one of three alternatives will be pursued. These alternatives are: a. The order will be cancelled. The individual requesting the material will be notified as well as the vendor to whom the order was originally issued. The cancellation notice will be forwarded to the Accounting Department. b. If after the 120-day period the Coordinator of Receiving deems it advisable to pursue completion of the order, Receiving will prepare the necessary letter of inquiry to the vendor. c. If the Coordinator of Receiving feels that the item should be purchased, a new vendor will be recommended and a new purchase order prepared for that vendor. The original purchase order will be cancelled. 5. Regardless of which of the alternatives is to be pursued, the person making the original request will be notified of the decision. REQUISITION TYPES, ORIGINS, ETC. Abington School District uses various types of requisitions. Only three of these forms (Purchase Order, General Fund Check Request, and Petty Cash Receipt) directly commit school district monies through the Purchasing and Accounting Offices. The remaining types of requisitions are essentially internal forms used by schools and administrative departments to request authorization for purchase of goods and services, order stock items, or to request maintenance service. PURCHASE ORDER REQUISITION APPROVAL Purchase Orders are used for ALL PURCHASES except those purchases requiring cash or check at the point of sale. Purchase orders should clearly delineate the item(s) requested or an attached list should explain multiple purchases. Principals, Central Administrative Staff, Instructional Supervisors Assistant Superintendent - Purchased professional and technical services, equipment, furniture, and non-stock supplies

3 Director of Technology and Telecommunications - Desktop computing supplies and equipment, network supplies and equipment, operating system and security software, non-instructional application software, license fees and purchased network services, and repair/maintenance services. The purchase orders are then to be approved by the Assistant Superintendent. Director of Curriculum - Textbooks, workbooks, and supplemental teaching materials Coordinator and Supervisors of the Curriculum Department - All textbooks, software, and supplemental teaching materials pertinent to their instructional areas. These purchase orders are then to be approved by the Director of Curriculum. Assistant Director of Curriculum - Instructional application software, license fees and purchased network services, library books and license fees, and subscriptions. These purchase orders are then to be approved by the Director of Curriculum. Supervisor of Facilities - All maintenance and custodial supplies, all maintenance and custodial equipment, and purchased maintenance services. Supervisor of Transportation - All repair and maintenance supplies and equipment, as well as purchased repair and maintenance services for all districtowned vehicles. Supervisor of Purchasing - District-wide administrative office equipment service agreements and warehouse and receiving supplies Business Manager General supply inventory. All other Purchase Orders are to be forwarded to the Office of the Assistant Superintendent. PETTY CASH VOUCHER AND GENERAL FUND CHECK REQUEST: Imprest Fund Account Petty Cash Voucher is used for purchases when the total cost of the material requested is less than $250 and cash is required to complete the purchase. General Fund Check Request is used for purchases when the total cost of the purchase is less than $250 and a check is required to initiate and accompany an order. Principals, Central Administrative Staff

4 Same as Purchase Order BUDGET REQUEST FOR EQUIPMENT The Budget Request For Equipment is an internal form used during the budget process to request approval for the purchase of equipment for use in the next budget year. Principals, Central Administrative Staff Assistant Superintendent BID REQUEST and SPECIAL ORDER The Bid Request is an internal form used during the budget process to request approval for the purchase of instructional and co-curricular supplies for use in the next budget year. The Special Order is an internal form used during the budget process to request approval for the purchase of instructional and co-curricular supplies for use in the next budget year that do not appear on the Bid Request. Principals Director of Curriculum BOOK SELECTION LIST: Textbooks Proposed For Adoption and Textbook Selection List There are two book selection lists, one for adoption of new textbooks and the other for existing adoptions. Both are internal forms used during budget preparation to request approval for purchase of textbooks and component teaching materials for the next budget year. Textbooks: Principals, Instructional Supervisors Textbooks, Director of Curriculum WAREHOUSE REQUISITION The Warehouse Requisition is an internal form used to order clerical and basic instructional supplies from warehouse stock. Principals, Central Administrative Staff, Instructional Supervisors

5 Director of Curriculum, Supervisor of Purchasing AUDIO/VIDEO AND SOFTWARE ORDER REQUEST FORMS The Video and Software Order Request Forms are internal forms used during the budget process to request approval for the purchase of materials for use in the next budget year. CUSTODIAL SUPPLY REQUISITION The Custodial Supply Requisition is an internal form used by employees of the Facilities Department to obtain supplies from warehouse stock. Head Custodians, Custodial Foreperson Supervisor of Facilities GENERAL REQUISITION The General Requisition or "work order" is an internal form used to request maintenance or repair service from the Facilities Department. Principal Supervisor of Facilities REQUISITIONING PROCEDURE The originator will identify the preferred vendor and price on the requisition where applicable. The originator will sign, date, and code to the proper account all requisitions. Requisitions are to be forwarded to the appropriate approval office. The originator will retain a copy of all types of requisitions. The originator will retain the goldenrod copy of the Purchase Order, the yellow copy of the Budget Request for Equipment and the pink copy of the General Requisition (work order). The approval office will review all requisitions. A copy of the approved requisition will be returned by the approval office to the originator for General Requisitions (work order), Warehouse Requisitions, Book Selection Lists, and General Fund Check Requests. In the case of the Purchase Order, the tear slip will be returned to the originator by the Purchasing Office.

6 All approved Purchase Orders and General Fund Check Requests will be forwarded to the Purchasing Office by the approval office. The Purchase Order will be logged in a journal and a purchase order number assigned. The Purchasing Office will retain the blue copy of the Purchase Order, which will be filed alphabetically. A vendor number will be assigned to General Fund Check requests and a copy will be filed alphabetically. All Purchase Orders and General Fund Check Requests will be delivered to the Accounting Office. The Accounting Office will check the budget code, verify the total dollar amount, and retain the pink copy, which will be filed numerically. The Purchasing Department will mail each purchase order. The white copy will be sent to the vendor and the yellow and green copies will be retained by the Receiving Department. All Purchase Orders will be encumbered to the designated account by purchase order number. Purchase Orders will then be forwarded to the Receiving Department. When materials are delivered to the Receiving Department, the yellow copy of the Purchase Order is forwarded to the Accounts Payable section of the Business Office. The Accounts Payable section will match the invoice with Receiving's yellow copy of the purchase order. When the Purchase Order and invoice are matched and in order, a check will be generated in the stipulated amount. The authenticated yellow copy of the Purchase Order will be filed with a copy of the check in the vault. Attachments

7 APPENDIX I A. Purchase Order B. Petty Cash Voucher C. General Fund Check Request D. Budget Request for Equipment E. Bid Request F. Special Order G. Textbooks Proposed for Adoption H. Book Selection List I. Periodical Request J. Warehouse Requisition K. Video Order Request Form L. Software Order Request Form M. Custodial Supply Requisition N. General Requisition O. Budget Transfer Request

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