Purchasing Revised F-2: Administrative Procedures Updates Joe Bryant– Purchasing Supervisor

F-2 Administrative Procedures can be found on the District Website 2AdministrativeProcedures.pdf 2AdministrativeProcedures.pdf

Definitions “Department” District Purchasing Department employee(s). “Authorized Employee” District employees who have been given authority by their administrator, director, or supervisor to make small purchases ranging from $0 - $5,000 with the applicable competitive quote process. “Designated Employee”: Authorized district employee(s) that have been given WRITTEN authority by the DEPARTMENT to request competitive quotes or bid over $5,000 and up to $49,999

Small Purchases Thresholds for Single Procurement Item(s) under $1,000: Single item Procurement Threshold = $1,000 Authorized employees DO NOT need competitive quotes if: a transaction is less than $1,000; or a transaction is less than $5,000 and any single item within that transaction or the cumulative total for each like item is less than $1, G-6a-408, R33-3

Compliant to Procedure Itemquantityamountextended total Tooth Brushes100 $ 3.00 $ Printing Paper30 $ $ Calculators5 $ $ Basketball Standard3 $ $ Duct Tape75 $ 5.00 $ Printer1 $ ml Volumetric Flask48 $ 8.50 $ Potted Plants10 $ $ Total Purchase $ 3,593.90

NON-Compliant to procedure Itemquantityamountextended total Tooth Brushes100 $ 3.00 $ Printing Paper30 $ $ Calculators5 $ $ Football Helmets10 $ $ 1, Duct Tape75 $ 5.00 $ Printer1 $ ml Volumetric Flask48 $ 8.50 $ Potted Plants10 $ $ " Flat Screen TV1 $ 1, Total Purchase $ 4,941.80

NON-Compliant to procedure Itemquantityamountextended total Tooth Brushes100 $ 3.00 $ Printing Paper30 $ $ Calculators5 $ $ Basketball Standard3 $ $ Duct Tape75 $ 5.00 $ Printer1 $ ml Volumetric Flask48 $ 8.50 $ Potted Plants10 $ $ " Computer monitors3 $ $ Basketballs10 $ $ Ink Pens20 $ 4.27 $ Total Purchase $ 5,079.19

Small Cost Purchases Single Procurement Item(s) OVER $1,000 and less than $5,000: Authorized employees DO need at least two competitive quotes (obtained over the phone or electronically or written`) if: a single item, whether purchased alone or in a cumulative purchase, is greater than $1,000; or a transaction is less than $5,000 and the cumulative total for any like item is greater than $1,000. Competitive quotes should be documented and maintained in the purchasing file at the school or requesting department. An authorized employee may contact the Department for assistance in obtaining the necessary competitive quotes. A requisition, accompanied by the competitive quotes, must be submitted to the Department. Upon approval, the Department will issue a PO. Non-awarded quotes must be retained for at least 1 year according to record retention schedules 63G-6a-408, R33-3

Purchases over $5,000 Single Procurement Item(s) OVER $5,000: For purchases over $5,000 and up to $49,999, the Department or designated employee must obtain at least two written competitive quotes that include minimum specifications and requirements. Purchases MUST be made from the responsible vendor offering the lowest quote that meets the specifications and requirements; Department may determine the proper procurement process to be used in this procurement. Call Department if you are unsure of what type of bid process to use or if you would like the Department to conduct the procurement process for you. Non-awarded quotes must be retained for at least 1 year according to record retention schedules;. 63G-6a-408, R33-3

Artificially Dividing a Purchase Law~ It is unlawful to intentionally or knowingly divide a procurement into one or more smaller procurements with the intent to make a purchase. This includes: Making 2 or more separate purchases; Dividing an invoice/P.O. into 2 or more invoices/P.O.s; OR Making smaller purchases over a period of time; If violated~ Depending on amount of the procurement, the penalty varies from a class B misdemeanor to a 2 nd degree felony and possible termination. 63G-6a-408, 2305, 2306; R33-3-3

On-line Requisition Training To access the training videos, you need to go to Employees > More… > under “School Employees”, click on Online System Training > Login with your computer username and password > Business Plus Training. There are currently 7 videos with the following titles: BusinessPlus Online Standard Requisition Entry BusinessPlus Online Blanket Requisition BusinessPlus Online Attachments BusinessPlus Online Print Copy of Requisition BusinessPlus Online Look Up Requisition BusinessPlus Online Look Up Account BusinessPlus Online Split Accounts

Year End & New Year Purchases- Special Instructions for Processing We estimate that we will start to open Business Plus for NEW YEAR purchases on May 4, Initially we will only be in new year a couple of days per week and only for 2-3 hour blocks of time. We will keep you posted on dates and times. As we move forward into late May and early June, we anticipate that we will be open in new year more often and for longer periods of time. Schools and departments are NO longer allowed to submit PAPER requisitions for new year purchases.

Things to remember for New Year purchases! Date Change: When entering requisitions for the next year you must first MANUALLY change to date field to read 07/01/15. Failure to do so will encumber funds in the current year and not in the budget year; Delivery Dates: Please note on your requisition a “deliver before” (for Current Year purchase) or “deliver after” (for New Year purchases). Request for critical items must be submitted in a timely manner. Please consider that vendors are especially busy near the start of school. Ensure that staff will be available at your school to receive orders during the summer; Product Detail: Thoroughly describe the desired product(s) and double check your input entry, attachments and funding sources. Failure to provide attachments, details or incorrect information may cause your orders to be delayed until the required information is obtained;

Online requisition entry for DISTRICT P-CARD (CREDIT CARD) Purchases For orders that only accept credit card payments, and the school/department does not have their own Visa P-Card (Purchasing Card); or the order total exceeds the single transaction limit for the school/department P-Card, please do the following:

Create an online requisition for a standard purchase order using the accounting line(s) that this purchase will be charged to. Account lines MUST have available funding. Orders WILL NOT be processed until proper funding or override approvals have been obtained; Use vendor# V labeled “District P-Card”; Include item quantities, item/catalog numbers, description, price, etc. on the line items; In notes, please indicate vendor name, internet address (if online order), and any special shipping instructions if you need something other than standard delivery (i.e. “Two day shipping”); If you have been in contact with a sales representative, please include their name, phone number, , etc. for payment correspondence;

Your order will be purchased with a District Visa P-Card, and shipped to your school or department location; A copy of the receipt/invoice for the purchase will need to be signed and dated by the school/department secretary or administrator and returned to Purchasing once items have been received; The online requisition will be deleted from Business Plus and no purchase order will be assigned;

Online requisition entry for DISTRICT AMEX P-CARD TRAVEL Purchases For conference registrations that will only accept credit card payments, please do not use a school/department Visa P-Card. Please do the following:

Create an online requisition for a standard purchase order. Please use vendor# V labeled “District P-Card: Travel” using the accounting line(s) that this purchase will be charged to. Account lines MUST have available funding. Orders WILL NOT be processed until proper funding or over ride approvals have been obtained; Include name of conference, dates of training, city location, and names of attendees along with which classes/sessions they need to be registered for; In notes, please indicate vendor name and internet address for online registration/payments; If you have been in contact with a conference representative, please include their name, phone number, , etc. for payment correspondence; Please contact Business Administration if there is any additional information needing to be indicated in the registration process (i.e. CACTUS ID info; meal selection preference, etc.);

Your online registration and conference payment will be made using the District American Express credit card designated for travel purchases by the Business Administration office; Your online requisition will be forwarded in workflow for all required travel/conference approvals prior to registration; Once registration and credit card payment are completed, the online requisition will be deleted from Business Plus and no purchase order will be assigned;

District Purchasing Staff Joe Bryant, Purchasing Supervisor Tonya Hodges, Buyer Tony Field, Buyer