Fitzgerald Public Schools Business Office Purchasing Process

Transcription

1 Fitzgerald Public Schools Business Office Purchasing Process Background Fitzgerald Public Schools has revised its existing purchasing process in an effort to better facilitate the procurement of goods and services that are necessary to carry out the functions of the district. There are several prescribed methods for procuring goods and services: check request, standard purchase order, blanket purchase order, district credit card and use of personal funds eligible for district reimbursement. This document will provide an overview of the purchasing process and guidelines to follow when determining which method should be utilized. Although situations may arise that necessitate deviations from the established process, such instances will be rare exceptions rather than the rule. For additional information regarding the use of blanket purchase orders or the use of district purchasing cards, please refer to the appropriate administrative guidelines. Please note that at this time, activity accounts are exempt from this process. Process 1. District staff members initiate the procurement process once a need has been determined based on the estimated cost of the good(s)/service(s). a. Costs less than or equal to $200 are eligible for the following purchasing methods: i. Check Request ii. District Credit Card iii. Use of personal funds eligible for district reimbursement b. Costs greater than or equal to $201 are eligible for the following purchasing methods: i. District Credit Card ii. Purchase Order iii. Blanket Purchase Order 2. Purchases made via Check Request a. Staff members can request that a check be issued directly to a vendor. i. If the purchase involves a new vendor, a completed W-9 must be submitted to the Business Office before a payment can be issued. ii. Documentation regarding the cost of the item should be attached to the check request (e.g. a print out from an online catalog, order form, etc.). b. Staff members can request that a check be returned to their attention once they have been issued. i. This is commonly done in order to include additional documentation along with the payment (e.g. Registration forms). ii. Checks issued in this manner are still subject to 2(a)(i) and 2(a)(ii) listed above. c. Check requests received by the accounts payable deadline will be processed in the next regularly scheduled check run. i. Completed requests must have signature of Principal/Supervisor before being submitted to the Business Office for processing.

2 Page 2 ii. Grant funded purchases must have signatures of Principal/Supervisor AND Chief Academic Officer before being submitted to the Business Office for processing. iii. Incomplete requests or those lacking appropriate authorization(s) will be returned to the building/department. iv. Checks require board approval before being released. v. Due to the large number of checks processed, they cannot be held in the Business Office for pick up. 3. Purchases made via District Credit Card a. Those with such privileges can utilize the district credit card in accordance with the governing administrative guidelines. b. Purchases greater than or equal to $201 made with district credit cards are still required to have a purchase order completed and approved before proceeding. SEE PURCHASE ORDER PROCESS c. District credit card statements are processed monthly. i. Completed credit card logs are due to the Business Office by the 15th of the month following the end of the billing cycle for payment processing. ii. Completed logs must have signature of Principal/Supervisor before being submitted to the Business Office for processing. iii. Grant funded purchases must have signatures of Principal/Supervisor AND Chief Academic Officer before being submitted to the Business Office for processing. iv. Incomplete logs or those lacking appropriate authorization(s) will be returned to the building/department. v. Delayed or missing logs prevent the Business Office from processing the district credit card statement for payment as well as completing the month end close. Therefore, it is imperative that logs be submitted timely. 4. Purchases made with personal funds eligible for district reimbursement a. In emergency situations or when no other alternative means of procuring goods/services can be utilized, staff members may use their own funds. b. This option is only available for purchases less than or equal to $200. c. Staff members should complete a check request for reimbursement. i. Itemized receipts must accompany all reimbursement requests. ii. Sales tax will not be reimbursed. iii. Completed requests must have signature of Principal/Supervisor before being submitted to the Business Office for processing. iv. Grant funded purchases must have signatures of Principal/Supervisor AND Chief Academic Officer before being submitted to the Business Office for processing. v. Incomplete requests or those lacking appropriate authorization(s) will be returned to the building/department. d. Reimbursements that meet all of the aforementioned criteria will be included with the employee s next regularly scheduled paycheck. 5. Purchases via Purchase Order a. Purchases greater than or equal to $201 are required to have a purchase order. i. If the purchase involves a new vendor, a completed W-9 must be submitted to the Business Office before a purchase order can be created.

3 Page 3 ii. If the purchase involves a contracted service, the appropriate independent contractor agreement must be executed before the services are rendered. iii. The purchase order description must clearly identify the goods/services. 1. Generic descriptions such as See Attached, Per Contract or See Order #1234 are unacceptable as they do not provide enough information for the Board of Education to approve vendor payments. 2. Acceptable descriptions for a large or complex order would be Textbooks-List Attached, PD Spkr-Per Contract, or Office Suppl-Order#1234. iv. Once the purchase order is approved, the building/department can print and fax/mail it to the vendor. b. If the purchase order is related to a credit card transaction, the building/department can proceed with the credit card process after the purchase order has been approved. c. If the purchase involves goods, the packing slip must be signed and dated by the recipient to confirm delivery and forwarded to the building secretary. i. The building secretary should scan the packing slip along a copy of the purchase order and both documents to the Business Office for processing. ii. If no packing slip is provided, the purchase order should be marked All Items Received, signed, dated and scanned to the Business Office for processing. iii. If an invoice is included with the shipment, it should also be forwarded to the Business Office. iv. No additional signatures/authorizations are required beyond that which confirms receipt of goods when supported by an approved purchase order. d. If the purchase involves services, the invoice should be signed and dated by the staff member to confirm the work has been completed and forwarded to the Business Office for processing. 6. Purchases made via Blanket Purchase Order a. If the purchase involves a new vendor, a completed W-9 must be submitted to the Business Office before a purchase order can be created. b. If the purchase involves a contracted service, the appropriate independent contractor agreement must be executed before the services are rendered. c. The purchase order description must clearly identify the goods/services. i. Generic descriptions such as See Attached, Per Contract or See Order #1234 are unacceptable as they do not provide enough information for the Board of Education to approve vendor payments. ii. Acceptable descriptions for a large or complex order would be Textbooks-List Attached, PD Spkr-Per Contract, or Office Suppl-Order#1234. d. Once the purchase order is approved, the building/department can print and fax/mail it to the vendor. e. If the purchase involves goods, the packing slip must be signed and dated by the recipient to confirm delivery and forwarded to the building secretary. i. The building secretary should scan the packing slip along a copy of the purchase order and both documents to the Business Office for processing. ii. If no packing slip is provided, the purchase order should be marked All Items Received, signed, dated and scanned to the Business Office for processing.

4 Page 4 iii. If an invoice is included with the shipment, it should also be forwarded to the Business Office. iv. No additional signatures/authorizations are required beyond that which confirms receipt of goods when supported by an approved purchase order. f. If the purchase involves services, the invoice should be signed and dated by the staff member to confirm the work has been completed and forwarded to the Business Office for processing. g. Each time additional goods/services are received, the steps in 6(e), 6(e)(i),6(e)(ii), 6(e)(iii), 6(e)(iv) and 6(f) should be completed where applicable. Process Flow Chart The process flow charts on the following pages provide a visual aid which coincides with the information outlined above. Please note that the flow chart is a continuous process until all of the required forms, documentation and approvals have been received by the Business Office. Although a large amount of information is presented, each process utilizes a decision tree format and contains a clear starting and ending point. The processes are also differentiated by color for ease of reference.

5 Page 5 PURCHASING PROCESS OVERVIEW Staff member identifies a need for goods/services See Check Request Flow Chart Are you going to use a Check Request? Is the estimated cost less than or equal to $200? Are you going to use a Purchase Order? See Purchase Order Flow Chart See District Credit Card Flow Chart Are you going to use a District Credit Card? Are you going to use a District Credit Card? See District Credit Card Flow Chart See Personal Funds Flow Chart Are you going to use Personal Funds? Are you going to use a District Credit Card? See Blanket Purchase Order Flow Chart You MUST use one of the purchasing methods listed above You MUST use one of the purchasing methods listed above

6 Page 6 CHECK REQUEST PROCESS START purchase involve a new vendor? Submit a completed W-9 to the Business Office Attach documentation to Check Request and forward to Principal/Supervisor for approval purchase involve grant funds? Submit Check Request to Chief Academic Officer for approval Forward Check Request to Business Office for processing Staff member attaches additional documentation Check is mailed to vendor Check is returned to staff member Did staff member request check to be returned? Board approves check register Check Request meet all of the requirements? Check is processed in next check run Return the request to Building/Department Return to START FINISHED!!

7 Page 7 DISTRICT CREDIT CARD PROCESS START Is the estimated cost less than or equal to $200? Complete Purchase Order to Credit Card vendor and obtain approval(s) before proceeding SEE PURCHASE ORDER PROCESS Use District Credit Card to complete transaction Building Secretaries will scan packing slip and Purchase Order and forward both to the Business Office purchase involve goods? When goods are received, sign/date the packing slip and forward to Building Secretary Retain a copy for log When statement is received, complete credit card log attaching supporting documentation and forward to Principal/Supervisor for approval Return the log to Building/Department Return to START log meet all of the requirements? Do any purchases involve grant funds? Submit log to Chief Academic Officer for approval Submit log to Business Office for processing by 15 th of month following end of billing cycle Credit Card payment is processed FINISHED!!

8 Page 8 PERSONAL FUNDS PROCESS START Is there an alternative means of procurement available? You MUST use an alternative purchasing method whenever possible Is the estimated cost less than or equal to $200? You MUST use an alternative purchasing method Attach documentation to Check Request and forward to Principal/Supervisor for approval purchase involve grant funds? Submit Check Request to Chief Academic Officer for approval Forward Check Request to Business Office for processing FINISHED!! Check is processed with next payroll Check Request meet all of the requirements? Return the request to Building/Department Return to START

9 Page 9 PURCHASE ORDER PROCESS START purchase involve a new vendor? Submit a completed W-9 to the Business Office purchase involve a contracted service? Complete the appropriate Independent Contractor agreement and submit for approval before proceeding Complete Purchase Order using an appropriate description and obtain approval(s) Once approved, forward Purchase Order to vendor FINISHED!! Check is mailed to vendor When goods are received, sign/date the packing slip and forward to Building Secretary purchase involve goods? Board approves check register Building Secretaries will scan packing slip and Purchase Order and forward both to the Business Office Upon receipt, sign/date the invoice to confirm the services have been rendered and forward to Business Office Check is processed in next check run invoice and documentation meet all of the requirements? Return the invoice to Building/Department Return to START

10 Page 10 BLANKET PURCHASE ORDER PROCESS START purchase involve a new vendor? Submit a completed W-9 to the Business Office purchase involve a contracted service? Complete the appropriate Independent Contractor agreement and submit for approval before proceeding Repeat steps below the dashed line every time additional goods/services are provided Complete Blanket Purchase Order using an appropriate description and obtain approval(s) Once approved, forward Blanket Purchase Order to vendor FINISHED!! Check is mailed to vendor When goods are received, sign/date the packing slip and forward to Building Secretary purchase involve goods? Board approves check register Building Secretaries will scan packing slip and Purchase Order and forward both to the Business Office Upon receipt, sign/date the invoice to confirm the services have been rendered and forward to Business Office Check is processed in next check run invoice and documentation meet all of the requirements? Return the invoice to Building/Department Return to START