Purchasing+Process+Flow+Charts+by+District

=Purchasing Processes by District: Alpine, Jordan, Washington County, Weber, and Park City=

Alpine School District==== == ==

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=JORDAN SCHOOL DISTRICT PURCHASING GUIDELINES for SMALL PURCHASES=


 * DISTRICT FUNDS or SCHOOL FUNDS **

$0 to $1,999 a. Buy from District warehouse first. b. District bids or state contracts should be used. c. Direct purchase by department with NPO OR P.O. d. Purchases may not be divided in order to avoid the next level.
 * LEVEL I* **

$2,000 to $9,999 a. Buy from District warehouse first. b. District bids or state contracts should be used. c. Three telephone quotes by school entered in non-printed comments of electronic P.O. system. Purchasing will assist if needed. d. Equipment $2,000 and higher, plus items on the exception list are to be recorded with the Fixed Asset Department. e. Purchases may not be divided in order to avoid the next level. No NPO’s on this level
 * LEVEL II***

a. Buy from District warehouse first. b. District bids or state contracts should be used. c. Three written quotes by Purchasing, entered in non-printed comments of electronic P.O. system. d. $10,000 purchases and greater must be approved by the Chief Procurement Officer. e. Purchases may not be divided in order to avoid the next level. No NPO’s on this level
 * LEVEL III***
 * $**10,000 to $49,999

$50,000 and Above a. Formal bid by Purchasing Department. b. District bids or state contracts should be used. c. $50,000 purchases and greater approved by Board of Education prior to purchase. No NPO’s on this level
 * LEVEL IV* **

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 * Purchases must be compatible with the installed base. All computer equipment subject to review by Director of Information Systems. All music equipment subject to review by Curriculum Music Consultant.
 * Tracking does not determine whether or not it is a fixed asset. Even though it’s not tracked, equipment still needs to be charged to an equipment code.

DISTRICT PURCHASING POLICY FOR WASHINGTON COUNTY SCHOOL DISTRICT

 * Less than $1,000 No bids or P.O. Required
 * $1,000-$4999.99 2 Oral or Written bids (form 406), P.O. Required
 * $5,000-$9,999.99 3 Written Bids, P.O. Required
 * $10,000+ Contact Mark Hoss, P.O. Required
 * Sole Source form required for each transaction over $1,000 if vendor is only source for items (form 408)
 * Attach all documentation to Purchase Requests for approvals.
 * Exceptions-Items purchased from State or District Contracts. Please list contract # in Purchase Request.

*Stakeholder gets 3 bids *submit bids and PO request for principal approval *PO request must include vendor of choice, address, telephone #, explanation of purchase, account to bill, teacher signature, and principal approval. *secretary creates PO and keeps all bids. teacher orders product using PO and makes sure to turn invoice or receipt in to secretary and should also notify secretary when product has been received. *Once Item is received teacher catalogs items with proper school authority, records serial numbers. Items are bar coded and then placed in the classroom for student use.

PO's under $1000.00 don't need bids. PO's over $5000.00 MUST be submitted to the district office.

DISTRICT PURCHASING POLICIES FOR PARK CITY SCHOOL DISTRICT

 * Park City School District **


 * PURCHASING PROCEDURES **

Requisitions are used in securing all supplies, services, and equipment.

· Purchases from $0.00 to $4,999.99 can be made without competition.
 * Purchases over $5,000.00 to $19,999.99 will need documentation of 3 telephone bids.
 * Purchases over $20,000.00 to $49,999.99 will need documentation of 3 written bids.
 * Purchases over $50,000.00 will need to be formally bid.
 * Exception: Items on a current State of Utah contract and items which can only be obtained from one vendor (sole source).
 * Emergency orders, such as repairs, may be placed by calling the purchasing department with proper approval and an account number.
 * All purchases/orders placed without District approval will be the sole responsibility of the individual placing the order.

PURCHASING PROCESS


 * STEP 1 COMPLETE DISTRICT REQUISITION ON MUNIS **
 * Enter as much information about the order as possible.
 * A catalog number will help ensure the proper product is ordered.
 * If you are not familiar with a vendor who can supply your request, please call the purchasing department for assistance.
 * Please specify your location as the delivery point.
 * Please note the requisition number for future reference.


 * STEP 2 REQUISITION APPROVAL **
 * Once the requisition has been completed, MUNIS will send it to the appropriate person (i.e., principal, director, supervisor) for their approval.
 * Please use MUNIS to check on the status of your request before calling the purchasing department.
 * Please have the requisition number available when calling the purchasing department with questions about the order.


 * STEP 3 DISTRICT PROCESSING AND APPROVAL **
 * Once requisitions are approved, MUNIS will send notification to the purchasing department.
 * Purchasing will review the requisition then generate the purchase order.
 * Purchase orders are sent to vendors.


 * STEP 4 RECEIPT OF GOODS **
 * Upon receipt of ordered materials, use MUNIS to confirm that all or a part of the order was received. (A vendor cannot be paid unless you confirm receipt of goods.)
 * Send all invoices to Accounts Payable

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Weber School District Purchasing Flowchart

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