1. Following the Procurement Process Federal Grants & Office of Administrative Services

2. Step your way a to successful purchase Approved School Wide Plan Know your Budget (GL298) Requisition - Process

3. Federal Funds can only be use to purchase those materials or services outlined in the grant guidelines and in the approved school wide plan. TRUE or FALSE A requisition for material or services should be entered as the first step in informing the Grant Specialist and the Procurement Department there is a need for materials or services? TRUE or FALSE For those items not available via district contract and the cost does not exceed $2000.00 a quoted is not needed. TRUE or FALSE If the vendor appears in the Lawson system, they are considered a contracted vendors. True or False Purchases of $25,000.00 or more must follow the formal solicitation process unless authorized by the Budget Center Manager. TRUE or FALSE Test Your knowledge

4. Requisition P-Card $1 -$2,999.00 Included in Approved School Plan Place on Paper Requisition Signed and dated Send to Grant Specialist Grant Specialist approves or rejects. If approved/order is placed Lawson Use to purchase materials and services included in approved School wide Plan. Enter requisition for approval. Grant Specialist approves or rejects. If approved-it is routed to procurement for processing Items are delivered Requestor must receive in Lawson.

5. Requisition/Purchase Order P-Card Items delivered to school Packing slip is sent to Grant Specialist Specialist reconciles P-Card Statement (monthly) Lawson Vendor sends invoice to Accounts Payable Invoice is entered in Lawson and matched. Invoice is Paid BCM/Requestor run monthly GL298 for outstanding PO’s or Requisitions. Reviews monthly 60 day open PO report.

6. Office of Federal Grants and Programs Compliance Purchase Requisition

7. Lawson Requisition

8. STEPS FOR CONTRACTED SERVICES $2000.00 OR LESS 2. Contract is then forwarded in this sequence to the following personnel for approval: Asst. Superintendent, Administrative Services Deputy Superintendent, Instruction 3. Contract is then forwarded to Procurement Upon initial review, if template is an unaltered APS template, see # 4. If template is an altered APS template or vendor template, contract is forwarded to Legal for review and approval and then returned to Procurement for PO 4. Contract is reviewed and approved by Procurement Officer or Director 5. After approval, a PO is issued by Procurement and contract uploaded to Cobblestone 1. Forward completed Independent Contract to Administrative Services, Attn: Grant Management for review Go to: http://www.atlanta.k12.ga. us/page/227 to download an Independent Contract form. http://www.atlanta.k12.ga. us/page/227

9. STEPS FOR CONTRACTED SERVICES $2000.00 OR LESS - Continued Following these steps should yield, Total Contract Execution Speedy PO Delivery Timely Start of Services 6. A process flow notification is sent to requestor via Lawson

10. STEPS FOR CONTRACTED SERVICES $2001.00 to $25,000.00 2. Forward completed Independent Contract with quotes to Administrative Services, Attn: Grant Management, for review Go to: http://www.atlanta.k12.ga.us/page/227 to download an Independent Contract form.http://www.atlanta.k12.ga.us/page/227 3. Contract is then forwarded in this sequence to the following personnel for approval: Asst. Superintendent, Administrative Services Deputy Superintendent, Instruction 4. Contract is then forwarded to Procurement Upon initial review, if template is an unaltered APS template, see # 4. If template is an altered APS template or vendor template, contract is forwarded to Legal for review and approval and then returned to Procurement for PO 1. Initiator of grant should receive four quotes (single or sole source approvals are not included; see single/sole source approval process for more info Go to: http://www.atlanta.k12.ga.us/page/227 to download the Single/Sole Source form. http://www.atlanta.k12.ga.us/page/227

11. STEPS FOR CONTRACTED SERVICES $2001.00 to $25,000.00 - continued Following these steps should yield, Total Contract execution Speedy PO Delivery Timely Start of Services 5. After approval, a PO is issued by Procurement and contract uploaded to Cobblestone form. 6. Contract is reviewed and approved by Procurement Officer or Director 7. A process flow notification is sent to requestor via Lawson

12. Summary 1.Know the content of your approved schoolwide plan 2.Review your budget (GL298) frequently 3.Your requisition is the first means in which you communicate a need for services or material. 4.Know which requisition is required P-Card Lawson 5. For Services or items not on contract and do not meet the formal soliciting requirements start 60 day prior to services needed. 6. For Services or items that must be formally solicited – contact procurement within 120 days of service start date. 7. Follow the contract approval process Note: Follow Up Often

13. Q & A