Purchasing

Requisition Form

Purchasing classroom supplies, materials and services is a necessary function of every School District. However, there are NYS purchasing guidelines that the District must adhere to at all times. There are 3 important guidelines that I would like to stress.

Bidding Requirements:

To meet bidding requirements the District utilizes the Ed Data purchasing system along with BOCES Bids and NYS contracts.  Using these methods meets the objectives of the District to purchase the best value of products, materials, and services at the lowest practical prices within relevant statutes, policies and procedures.  However, there are times when these methods will not be possible to use. In those instances lowest prices must be demonstrated through quotes.

Prior Approval:

In order to purchase any supplies, materials or services outside of the Ed Data bidding system, a signed purchase order is required in advance of purchases.  No goods or services are to be ordered or purchased at a store without a Purchase Order (P.O.) number having been issued prior to placing the order with the vendor.  The individual placing an order without a P.O. number will be responsible for payment of invoice.  Employees will not be reimbursed for purchases made personally outside of our purchasing process.  Only the District Purchasing Agent can obligate the District to make a purchase.

To obtain a valid purchase order a requisition needs to be completed by and entered into Wincap by your building secretary.  Once approved by your building principal the School Business Executive must approve and print the purchase order.  Once printed the Accounts Payable Clerk will place the order with the vendor.  Please note approval from a principal does not mean that there is prior approval and a purchase order.  Please verify that a purchase order has been printed with the Business Office.

Pre-Payment:

The District is prohibited from paying for supplies, materials or services prior to delivery.  This means we cannot issue a check until we have verified that we received the goods or services that were requested.

Things to remember about purchasing:

  • Limit requisition forms.  Due to the cost involved in processing purchase orders and the fact that many vendors require minimum dollar amounts for purchases, please consolidate purchase orders for a specific vendor to an amount in excess of $100 if possible.
  • Use correct budget code.  Budget codes are extremely important when filling in the requisition form.  If you are unsure of your code check with the building secretary.  Requisition forms lacking budget codes will be returned to the requestor and orders will not be placed.  If you are ordering from more than one budget code, but the same vendor, you can list them on the same requisition form.
  • Be detailed and neat.  Provide as much detail as possible, such as item number, color, size, etc.  This will speed up the order process.  When in doubt, print the item from the website or copy the catalogue page and include with the purchase requisition.  Remember that not everyone can read your handwriting.  If possible please type requisition forms or print neatly.
  • Provide special instructions.  Provide any special instructions needed to place the order such as fax number, contract number, coupon code, contact person, etc.  This will help ensure the order is placed properly.  Never assume that we have the information on file.
  • Remember shipping.  Be sure to include an estimated 10% shipping on all requisition forms unless you have the specific shipping amount from the company.  Many requisitions are slowed down because the vendor has to get approval for shipping costs not listed on the purchase order.
  • Keep a copy.  Before sending your requisition forms to the Business Office, keep a copy for your records.  It will not be returned.  Also keep a copy of your requestor copy of the purchase order as this to will not be returned.  This will come in handy if there are any problems with the items or the order gets lost in the mail.


SALMON RIVER CENTRAL SCHOOL DISTRICT PURCHASING GUIDELINES

Purchasing Guidelines

Responsibility for Purchasing

The main focus of the Purchasing Agent is to facilitate the acquisition of goods and services in order to

meet the needs of schools and departments. The District’s objective is to purchase the best value of

products, materials, and services at the lowest practical prices within relevant statutes, policies and

procedures. School district staff is not authorized to override the procedures found in this section which

have been written to comply with the State laws and regulations, as well as preserve a level of internal

accounting control necessary to demonstrate accountability, ethical conduct, and responsible behavior.

The purchasing agent is a part of the Business Office. The goal of this position is to organize and

administer procurement/purchasing for the district in accordance with the responsibility and authority

delegated by the Superintendent of Schools and the Board of Education. The purchasing agent will

function in a manner consistent with State Law, Board policies and sound business practices. The

purchasing agent shares with the Business Office and other Administrative Offices, the responsibility of

expenditures of district funds in such a manner that all transactions will pass numerous audits with

respect of State, Federal and District procurement regulations.

 

All acquisitions of requested goods and services shall be made only by the issuance of an official

numbered District purchase order, signed by the Purchasing Agent. Situations will undoubtedly arise

which are not fully covered by these procedures. The purchasing agent is available to discuss any special

procurement procedure that serves the best interest of the District and the department concerned.

 

Purchasing Guidelines

The only official authorized to obligate or commit the district involving the acquisition of goods or

services from budgetary funds is the Purchasing Agent or Business Official designee. No goods or

services are to be ordered without a Purchase Order (P.O.) number having been issued prior to placing

the order with the vendor. The individual placing an order without a P.O. number will be responsible for

payment of invoice.

 

Bid Process

As required by law, the District will follow normal bidding procedures in all cases. Goods and services

which are not required by law to be procured pursuant to competitive bidding must be procured in a

manner so as to assure the prudent and economical use of public monies. Bidding facilitates the

acquisition of goods and services of maximum quality at the lowest possible cost. It must guard against

favoritism, improvidence, extravagance, fraud and corruption. To further these objectives, the

governing Board has adopted internal policies and procedures governing all procurement of goods and

services which are not required to be made pursuant to the competitive bidding requirements of

General Municipal Law, Section 103 or any other general, special or local law.

 

SALMON RIVER CENTRAL SCHOOL DISTRICT PURCHASING GUIDELINES

The Board is required, by law, to award all purchase contracts for supplies, materials and equipment

involving expenditures in excess of $20,000 to the lowest reasonable bidder.

In determining the necessity for competitive bidding, the aggregate amount to be expended during the

fiscal year on an item or those of a similar nature (a “reasonable commodity grouping”) must be

considered. For example, office supplies or art materials would constitute an appropriate grouping for

bidding purposes.

 

Since the majority of items and services purchased by the district are required to be bid, the purchases

must be made from vendors who have been awarded State contracts for these items and/or services. If

the items are not available from one of the awarded contracts the following guidelines for purchasing

must be followed:

 

Estimated Amount of
Purchase
Procedure/Requirement
Responsibility

Less than $750

At least two (2) catalog or price

sheet comparisons

Obtained by the originator. The

originator shall indicate on the

purchase requisition form the

basis for the determination that

the suggested vendor be used.

$751 – $1,500

Two (2) verbal quotes, name of

vendor and date of quote

Obtained by the originator. The

originator shall indicate on the

purchase requisition form the

basis for the determination that

the suggested vendor be used.

$1,501 – $4,000

Three (3) verbal or written

quotes, name of vendor and

date of quote

Obtained by the School Business

Official

$4,001 – $20,000

Three (3) formal written quotes

Obtained by the School Business

Official

Over $20,000

Public advertised bids

Obtained by the School Business

Official

Emergencies

Two verbal or written quotes

Obtained by the originator. The

originator shall indicate on the

purchase requisition form the

basis for the determination that

the suggested vendor be used.

Professional Services

Request for Proposal (RFP)

Obtained by the School Business

Official

Documentation of Competitive Bids

The District will maintain proper written documentation which will set forth the method in which it

determined whether the procurement is a purchase or a public work contract. Proper written

documentation will also be required when a contract is not awarded to the vendor submitting the

lowest quote, setting forth the therefore. Verbal and written quotes shall consist of the date, item or

service description, price quoted, name of vendor and name of vendor’s representative.

Exceptions to Competitive Bidding

The District will not be subject to competitive bidding requirements when the Board of Education, in its

discretion, determines that one of the following situations exists:

1. Items under county or state contract

2. Items purchased from state correctional institutions or agencies for the blind and severely

disabled

3. Purchases made through a cooperative purchasing agreement

4. Emergency situation

5. Purchase of surplus or second hand supplies

6. When there is only one possible source (sole source)

 

Cooperative Purchasing

Whenever possible the District will utilize the Ed Data System or BOCES Cooperative Purchasing

Purchasing Office/Instructional Supplies and Materials

Office/Instructional supplies should be purchased through Ed Data whenever possible prior to the start

of the school year. If this is not possible the next appropriate place to purchase office supplies is from a

vendor that has a NYS contract for office/instructional supplies.

 

Purchasing Computer Hardware/Software

Purchasing computer hardware/software should be coordinated through the Technology Department

using an approved vendor. Before any computer equipment or software may be ordered, the

requisition form must be completed and signed by the Technology Department and the Assistant

Superintendent for Instruction.

 

Purchase Procedure Regulations

Requisition Form

The purpose of the requisition form (grey form) is to give employees a method to ask for goods or

services to be purchased by the District. All purchase requests shall be submitted on a requisition form

and be approved by the Business Office prior to any purchase being made. Once the requisition form is

approved, a 4 part pre-numbered purchase order is created by the Business Office and orders are placed

with vendors. A purchase order is considered an official contract or agreement to purchase by the

School District. By shipping goods, the vendor accepts the terms and conditions of the purchase order.

This provides the District with a method of purchasing without having to prepay for goods or services.

Specific Purchasing Procedures

 Requisition forms are available from the building secretaries or on the District’s website.

  • A purchase requisition form must be filled out with the vendors full name and address.
  • Enter the budget code and fund in the top right hand side of the form.
  • Enter the requestor name on the left hand side of the form.
  • Enter the quantity, unit of measure, unit price and line price.
  • Enter in detail the items to be ordered and attach a print out of each item from the website (if
  • applicable).
  • Make sure to give enough detail so the business office can place the order properly.
  • Total the requisition form at the bottom.
  • Send requisitions to your principal/director for approval. They will forward them to the Business
  • Office for ordering.
  • Once the requestor copy of the purchase order is received the order has been placed by the Business Office.

Things to remember about purchasing:

  • Limit requisition forms. Due to the cost involved in processing purchase orders and the fact that many vendors require minimum dollar amounts for purchases, please consolidate purchase orders for a specific vendor to an amount in excess of $100 if possible.
  • Use correct budget code. Budget codes are extremely important when filling in the requisition form. If you are unsure of your code check with the principal/director. Requisition forms lacking budget codes will be returned to the requestor and orders will not be placed. If you are ordering from more than one budget code, but the same vendor, you can list them on the same requisition form.
  • Return requestor copies. When all items from your order have been received, please return the requestor copy of the purchase order to the Business Office with your signature and date.
  • Invoices cannot be paid until the Business Office has confirmed that the employee has received all goods or services ordered.
  • Be detailed and neat. Provide as much detail as possible, such as item number, color, size, etc. This will speed up the order process. When in doubt, print the item from the website or copy the catalogue page and include with the purchase requisition. Remember that not everyone can read your handwriting. If possible please type requisition forms or print neatly.
  • Provide special instructions. Provide any special instructions needed to place the order such as fax number, contract number, coupon code, contact person, etc. This will help ensure the order is placed properly. Never assume that we have the information on file.
  • Remember shipping. Be sure to include an estimated 10% shipping on all requisition forms unless you have the specific shipping amount from the company. Many requisitions are slowed down because the vendor has to get approval for shipping costs not listed on the purchase order.
  • Keep a copy. Before sending your requisition forms to the Business Office, keep a copy for your records. It will not be returned. Also keep a copy of your requestor copy of the purchase order as this to will not be returned. This will come in handy if there are any problems with the items or the order gets lost in the mail.

Purchase Order Processing

Approval Process

Before a requisition form can be entered it must be approved by all of the following:

1. Principal/Director

2. Purchasing Agent

 

Changing or Cancelling Purchase Orders

Whenever it becomes necessary to modify or cancel the items or conditions on a purchase order, the

Business Office must be notified in writing immediately. The Business Office will be responsible for

changing or cancelling orders with the vendor NOT the employee. The Business Office will notify

employees when an item in their order has been cancelled by the company.

 

Blanket (Open) Purchase Orders

The general purpose of blanket purchase orders is to eliminate the need for numerous purchase orders

for small dollar-value items or services. Blanket purchase orders also provide a means to acquire

urgently needed items or services. When requesting a blanket purchase order, the following procedures

must be followed:

  • A purchase requisition must be filled out with the vendors full name and address.
  • Enter the budget code in the top right hand side of the form.
  • In the description box, write the type of purchases to be made and the dollar amount NOT to exceed. This is the maximum amount you expect to spend during the year with that vendor.
  • In the special instructions box, write “Blanket Purchase Order” and list all authorized purchasers on the account.
  • Send requisitions to your principal/director for approval. They will forward them to the Business Office for approval.
  • Purchases cannot be made until the approved requestor copy of the purchase order has been received.
  • Once the requestor copy has been received make an additional copy to keep as your master copy.
  • Once purchases are made, the detailed receipts should be forwarded to the Business Office with a copy of the purchase order signed and marked ok for payment.
  • Keep a running total of all expenditures made on the master copy of the purchase order.
  • When the final purchase has been made sign the master copy of the purchase order and write “final payment” on the purchase order and return to the business office with any remaining receipts.

 

The estimated total cost for a purchase order MAY NOT be exceeded. The employee is responsible for

maintaining records to insure that the total amount of purchases do not exceed the blanket purchase

order.

 

Receiving Procedures

All items received by the District must be received by the central shipping/receiving department. There

the shipping/receiving clerk will:

  • Check for damages.
  • Count the units and compare with the count indicated on the freight bull and/or suppliers
  • packing list and cross reference with the purchase order.
  • Compare the suppliers name.
  • Sign and date the freight bill and purchase order, forward to the Business Office.
  • Deliver items to the requestor.
  • Fill out delivery sheets listing all deliveries made.

The shipping/receiving clerk will notify the Business Office immediately if there are any problems with

an order.

 

It is the requestor’s responsibility to re-check the order for damages and missing items. If the order is

considered complete, the requestor must send a signed and dated copy of the purchase order

(requestor copy) to the business office. If there are any problems with the order, the requestor must

notify the business office immediately.

 

Purchase Order Discrepancies

The shipping/receiving clerk and/or the requestor must inform the accounts payable clerk in writing

immediately of any discrepancies between the delivery of goods and the purchase order. The Accounts

Payable Clerk will then notify the vendor immediately of the problems with the shipment.

 

Tax-Exempt

Under section 1116(a) (1) of the Tax Law school districts are granted exemption from NYS Sales Tax.

However, the district is not exempt from out of state taxes or surcharges for hotel rooms. All District

purchase orders notify vendors of the tax-exempt status. When placing a confirming purchase order

with a vendor, the school or department should indicate to the vendor that the District holds this

exempt status and should not be charged. Tax exemption certificates are available from the Business

Office for use when travel on District business.

 

Any use of the District’s tax exemption certificate for personal purchase is prohibited. Anyone using the

District’s tax exemption certificate for personal purchases may be liable to prosecution under NYS Law.

 

Unauthorized Purchases

Any purchase of goods or services from budgeted funds prior to obtaining a purchase order or without

prior approval from the Purchasing Agent or designee is prohibited. Anyone creating or authorizing such

a purchase without a purchase order will be personally liable for payment.