Secretarial Training August 6, 2015

Review of Purchasing procedures Policy 8200: Why we do things the way we do... Turning a requisition into a purchase order Change order requirements for a purchase order Approving invoices after receipt of your order Placing custodial orders Ordering from the Warehouse Custodial supplies Classroom supplies

WV Policy 8200 Requires Requisitions and Purchase Orders Defines Bidding Process Provides Competitive Bid Threshold Limits Lists exemptions from Bid Process Addresses the safeguarding and control of Assets Gives process for surplus real and personal property Establishes foundation for purchases by Schools

Overview Purchasing Policies and Procedures Manual for Local Educational Agencies Legislative Mandate to establish the minimum requirements and procedures that county boards of education and multi-county vocational centers must follow Often referred to as just….Policy 8200 MCBOE also has Policy D-04 which provides additional Purchasing requirements One major difference  all purchases over $10,000 must be approved by the Board of Education which only meets the 2nd and 4th Tuesdays of every month

Policy 8200 and Schools 29.4 All state or federal grant funds received directly by an individual school are to be remitted immediately to the board office. 7.11 Competitive Bid Limits: Under $5,000 bidding not required but is encouraged Purchases >$5,000 but less than $10,000 competitive bids are required and bids from internet accepted Purchases >10,000 but less than $25,000 written bids required. We recommend contacting the Purchasing Department if a purchase is expected to be >$10,000

Policy 8200 and Purchase Orders 4.0 Requisitions and Purchase Orders LEAs must maintain a requisition and purchase order system in WVEIS Requires that Boards establish internal controls that help ensure that funds are protected and all purchases and payments are approved. This is why all invoices must be signed by a Principal or Department head verifying that the goods or services being invoiced have been received and the invoice can be paid. Policy 8200 is very specific as to what public funds may be used for. Remember, public funds CANNOT be used for personal purposes. This includes: Teacher or Administrator meals (this includes banquets for Teacher of the Year, Service Person of the Year, Retirement Dinner, Collaborations, etc.) Flowers or other awards for staff Purchases in which there is no apparent benefit for the students

Requisitions The Requisition is the first step of the Purchasing Process White pre-printed requisitions are for Board (Central Office) purchase orders; Blue are for School purchases. Secretaries enter requisitions for all Board purchases in WVEIS. When entering a requisition in WVEIS: Check account code(s) for accuracy. Change the location for the delivery if it is not shipping to the Warehouse. Input/verify the vendor name and vendor number. If a new vendor number is needed, a completed W-9 and new vendor form must be obtained from the vendor. The new vendor form can be found on the MCBOE website under the Purchasing/sample documents location. Blank W-9’s can be found at www.IRS.gov. After this information is complete, fax new vendor form and the W-9 to purchasing at 304-425-5011 or email Lucinda Asbury at lucinda.asbury@k12.wv.us. Input the person requesting the purchase and the date delivery is requested. The pricing and shipping must be verified! Don’t trust catalog pricing unless you are 100% confident that the price is current, there are no discounts, freight is included, etc. Before entering a requisition into WVEIS or sending the hand written requisition to purchasing, please check with vendor/up-to-date catalog to ensure your pricing is correct. Pricing errors and freight errors in excess of $50.00 require a purchase order change and more work for all involved. The delivery date is extremely important – especially around holidays and at the end of school. Give yourself, us and the vendor time to get the product to you and the invoice authorized and paid before you leave. Freight can be added to the requisition several ways. It can be added to the very first page of the requisition in WVEIS. It can be added to one of the line items if you forget to add it initially. It can also be added as a separate item line if the coding needs to be different from the merchandise coding.

Requisitions (cont.) Purchase orders are mailed to the vendor address in WVEIS unless we are instructed otherwise. Special instructions for the PO or order can be included in the body of the requisition. This includes things such as faxing or emailing the PO, sending an order form or registration with the PO, including a coupon with the PO, etc. If the requisition must be sent to Purchasing for entry, you can include an internal note as well such as please send PO back to originator to mail with the order, etc. Proper Principal or Department Head approval is required and is your responsibility before inputting in WVEIS The MCBOE is sales tax exempt. Make sure that the vendor is not charging sales tax. If you are asked for a tax exemption certificate, you can request one from Purchasing or Accounts Payable or tell the vendor that a certificate is on the printed on the back of the original purchase order they will receive.

Completing a Requisition Account Code Person requesting the purchase and date Delivery Location Vendor name and number Special instruction comments can be added to the requisition regarding handling of the PO, e.g. faxing, emailing, etc. They can also give special instruction to the vendor, e.g. calling individual before delivery, delaying delivery of merchandise, etc. Dawn starts to present Special instructions Freight if being charged. Proper approval Total

Start your requisition by choosing whatever number your screen has for the “Purchasing System”

Then choose “1” for requisition processing

Choose “1” again

Choose “A” to add requisition, enter vendor number and requisition number, hit the field exit button (+) and enter. If you are not certain of the number of your vendor, you can search for the vendor by choosing “I” to index instead of “A” to add. Then choose #4 to search for the vendor by name by typing the name or a few of the letters of the first name.

If you need to change vendor, it can be done here Hit your shift key and hold it while hitting your tab. It will back up the field to the Ship To If you need to change vendor, it can be done here Date of requisition is entered for you Enter account code Can add freight here if applicable

Enter the information from your requisition here.

Enter the remaining items on your requisition Account code can be changed here if two codes need to be used Freight can be added here if it was not entered on first page

Freight can also be added as a separate line item if that is preferred

Inserting special instructions

Special instructions added to the body of the PO Last slide Dawn goes over – Leslie can talk starting on the next slide

Requisitions  PO’s You are done. Your purchase order will be generated at the Central Office and mailed to the vendor unless otherwise instructed. Please allow adequate time for Purchase Order processing. Copies will be sent to the originating location, Accounts Payable, kept on file in the Purchasing Department. When merchandise is received, check your packing slip against the purchase order to see if order is complete or has been partially fulfilled, etc. Invoices will be sent to you from Accounts Payable for verification Verify that the cost and quantities on the invoice match the PO and that you received the product or service in acceptable condition. If everything agrees, have the Principal or Department head sign the invoice and return it to Donna Calvert, AP Supervisor in the Business Office. It’s a good idea to keep the yellow copies of PO’s in a file and match them to the invoice and log when the items and invoices are received. Then if they are not received timely, follow up with the vendor. Mention Unifirst here and that we still use rugs during the breaks….

Purchase Order Changes The Purchase Order Change form has been revised by Purchasing. Please continue to use the old forms until depleted. A Purchase Order Change form must be completed and sent to Purchasing for approval, when there are differences in the purchase order total, either by changes in pricing/freight or additions/deletions of items to the original purchase order of $50.00 or more. Reason for changes need to be clearly explained to show where and why the change took place. Examples: Increase or decrease in of quantity of an item. Unexpected increase or decrease in the cost of an item. Item added to the order after the purchase order was processed. Addition or deletion of freight. Change in account code. If the Purchase Order Change needs to be mailed to the vendor before they will process a change, please fill in the complete name and address of the vendor on the old form, or let Purchasing know if it needs to be mailed. Usually, mailing the Purchase Order Change is not required.

Old Purchase Order Change form

Revised Purchase Order Change form

Custodial Orders Custodial orders are completed in WVEIS just like a regular requisition. Custodial order forms are available on the MCBOE web site under “Downloadable Forms” These forms are updated on the web site any time there is a change in product or pricing. Please destroy any old form you may have, it will not be correct. The order form is grouped together by type of usage. The contracted vendor # is shown in the 5th column on the order form. After entering the requisition in WVEIS, the first page with the proper authorizing signature must be faxed to Purchasing before the order can be processed. Entering the Requisition in WVEIS is the same as previously discussed except the description will populate when you input the item #. Supplies stocked in the Warehouse are listed on the last page. You will not enter a requisition for stocked items. This section of the form will need to be sent directly to Lucinda Asbury in Purchasing. Please make sure that you identify your location (school or department) on this page. Leslie?

Requisition is entered the same on the first page Requisition is entered the same on the first page. Changing of course, the ship to location and individual shipment is to be delivered to, and the account code.

When entering your items, pay close attention to the unit of measure When entering your items, pay close attention to the unit of measure. The item number MUST be entered in both the vendor part number location and the warehouse part number location. Field exit from the warehouse and field exit from the description. Enter price and field exit.

Because these are items that we have entered into WVEIS as part of a bid or contract, the description will automatically be filled in for you. Please do not change any part of the description.

Custodial Orders (cont.) Continue to enter all of the items you need to order from that vendor. Please pay close attention to vendor numbers. There are multiple vendors on the Custodial Order Form. DELIVERY SCHEDULE: Supply Works ONLY delivers on the first and third Monday of each month. Requisitions and an approved order form MUST be submitted to Purchasing by the Wednesday prior to the Monday delivery.

Classroom Supply Orders Classroom supply order forms show all items stocked in the Warehouse. These forms are available on the MCBOE website under “downloadable forms”. These forms are updated on the web site each time there is a change in a product or pricing. Please destroy any old forms you may have. They must also be approved by the proper administrator, and if Faculty Senate funds are being used, the Faculty Senate Chair must approve. Please check coding to ensure accuracy. Person ordering needs to mark clearly the quantity of each item being ordered and pay close attention to the unit of measure. e.g. If a quantity of 3 is marked for 8 ½ x 11 white paper, 3 reams will be delivered, not three cases. Please do not change the unit of measure. If 3 cases of paper are needed, a quantity of 30 needs to be written on the form. DO NOT call the Warehouse to have an item delivered. All orders must be processed through Purchasing. If you need an item right away, simply fax the order to purchasing and call us to have us expedite it. We will be happy to process your order as soon as possible. Make sure we mention that their teachers get upset if pricing does not match!

Miscellaneous information Any inspection reports need to be distributed within the Central Office. e.g. Health Department reports need to be sent to Maintenance, the respective Asst. Superintendent, to Child Nutrition if it involves their area. Fire Marshall copies report should be sent to these individuals as well Employee accident reports need to be sent to Personnel Student accident reports need to be sent to Purchasing and a copy kept at the reporting location. Athletic injury forms do not need to be sent to Purchasing. After completion, the form needs to be given to the parent to forward to insurance company. This is not handled by the Board. Leslie wrap up