PURCHASING ROUNDTABLE/TRAINING November 13, 2014

REQUISITION SET-UP Vendor: Make sure the vendor you are using is on the district approved vendor listing GPISD Approved Vendor Listing (Vendors for conference registrations, travel, membership fees/dues, single source vendors, etc. will not be listed on the approved vendor listing, but still can be used) ****Just because a vendor is set up in our Skyward system, this DOES NOT make them an approved vendor****

REQUISITION SET-UP (CONTINUED) SBA Group: 461 (Campus), 865 (Student), and 895 (Sunshine) DP Group: For employee reimbursements (includes mileage reimbursements – must have a MapQuest printout of mileage (from place of work to location only) PLEASE NOTE: Mileage will not be paid to the driver until AFTER the trip has occurred. School Group : Used for all other codes not listed above Contract # : Please select the contract code that BEST represents the items/services you are ordering

REQUISITION SET-UP (CONTINUED) Play/CIP/DIP: This information needs to be placed in the *Description box along with the description of what is being purchased. Other Information: All information regarding this requisition including quote references, shipping information, etc. need to be placed under the requisition detail line items section. Line Items: First, the vendor part/item number needs to be placed in the catalog line field; second, quantity; third, unit of measure; fourth, unit cost; and fifth, description of item/service

PURCHASING DO’S DO attach approved travel forms/registration/agenda forms to requisitions for conferences DO attach vendor quotes to requisitions DO RECEIVE, RECEIVE AND RECEIVE on your requisitions

PURCHASING DON’TS DON’T order anything (service or item) without a purchase order in place DON’T let your staff order anything without a purchase order (they are not entitled to reimbursement) DON’T hold electronic receiving because of a back-ordered item (you need to receive on the items you have physically received) DON’T receive on DP or Commerce Bank Purchase Orders DON’T send purchase orders to the vendor if they have already been ed.

PURCHASING CONTACT INFORMATION Sherry Ellis – Director of Purchasing – Phone # Phyllis Brower – Coordinator of Purchasing – Phone # Debbie Torres – Textbook/Elections Coordinator – Phone # Aida Arredondo – Coordinator of Travel – Phone #

REQUISITION INFORMATION Commonly Used Functions/Object Codes: Function (11) Object (6399) – Instruction (Classroom/Teacher) and General Supplies (23) (6399) - School Leadership (Principal/Secretary) and General Supplies (31) (6399) – Counseling and General Supplies (33) (6399) – Nurse and General Supplies

REQUISITION INFORMATION Commonly Used Functions/Object Codes: Function (11) Object (6499) – Instruction (Classroom/Teacher) and Fees, Awards, Food/Refreshments, Graduation Expenses, Etc. (The function can change to 23, 31, and/or 33 for the same purchases) Function (13) Object (6411) – Instructional Staff Development and Travel (23) (6411) – Leadership Staff Development and Travel (31) (6411) – Counselor Staff Development and Travel

REQUISITION INFORMATION Commonly Used Functions/Object Codes: Function (11) Object (6397) – Instruction (Classroom/Teacher) and Technology (23) (6397) - School Leadership (Principal/Secretary) and Technology (31) (6397) – Counseling and Technology (33) (6397) – Nurse and Technology

REQUISITION INFORMATION Commonly Used Functions/Object Codes: Function (11) Object (6649) – Instruction (Classroom/Teacher) and Furniture/Equipment (Under $5,000) (23) (6649) - School Leadership (Principal/Secretary) and Furniture/Equipment (Under $5,000) (31) (6649) – Counseling and Furniture/Equipment (Under $5,000) (33) (6649) – Nurse and Furniture/Equipment (Under $5,000)

REQUISITION INFORMATION For Technology purchases, please refer to for ordering information. Hobby Lobby Orders – must be district ID card for purchases. Card may be obtained at purchasing department office. Home Depot Orders – must include ID # and Promotion rewards # on orders. Kroger Orders – must include customer #R37025 on orders. Walmart Orders – must include ID #337742, and account # XX (two digit campus code) on orders.

DISTRICT RADIOS Notify Transportation department at (Charleen Green) of your request to purchase radios. Transportation will secure a quote for the appropriate model of radio and will supply campus the vendor, model and pricing information. The campus will initiate a requisition and state “Quote Received by Charleen Green” After the requisitions has been turned into a purchase order, it will be ed to Charleen Green for processing. Upon delivery of the merchandise to Transportation, the radio will be programmed, bar coded, added to the district inventory and delivered to the campus.

SAM’S CLUB MEMBERSHIP CARDS Each year, the Purchasing Department updates a list of new and existing GPISD principals to Sam’s Club. The card is required for all purchases using a district purchase order. New principals are responsible for going to Sam’s Club (I-20 and Great Southwest) and getting a picture made for a membership card. Only principals are allowed to obtain a membership card, but any employee with proper approval by the campus principal may use the card to make purchases. Each principal is responsible for their membership card. If a card becomes broken or defective, the principal must go to Sam’s Club to receive a new card. If the card becomes lost or stolen, the campus is responsible for paying the $35.00 fee to obtain a new membership card.