1. Purchasing Power
October 24, 2017
9:30 – 11:00 AM
PDC

2. Purchasing Power Agenda: October 2017
Use of 390 vs. 510 for food purchases
Marketplace: Amazon Business
Extermination Services
Convenience Checks
Financial Disclosure Clarification
PCard limit increase change
Q&A

3. Food Purchases: 390 vs. 510 When the food is prepared for you.
OBJ 390
OBJ 510
When the food is prepared for you.
Fast food (Chic-Fil-A, Subway, Firehouse…)
Bakery goods
Restaurant
When the food is pre- packaged on the shelf.
Chips
Soda
Bread
Fruit
*If purchasing with Federal Grant funds, use the obj code that was submitted in the grant request.

4. Purchasing Power: Marketplace – Amazon
Corporate account and School/Dept accounts established by Purchasing Dept
Bookkeepers/Secretaries have purchase approval rights
Access for individual teachers/employees must be tied to district and mailing address
Prime can be purchased by School/Dept
Purchases over $49.99 free shipping

5. Purchasing Power: Exterminating Services
Extermination services are included in the Custodial Contract with ABM/Southern Management at no cost to the School/Dept
Contact ABM/Southern Management to schedule extermination services at your School/Dept
ABM/Southern Management will contact Knox Extermination Services for your needs
If you contact Knox Extermination Services directly, you will be responsible for paying that invoice

6. Purchasing Power: Convenience Checks
Only available for Visa cards
Assigned to PCard accounts, usually the Bookkeeper/Secretary
Used for purchases <$
There will be a transaction fee – 3% (min of $3.00 and max of $30.00)
Complete the Convenience Check Requisition Form and send it to the Purchasing Dept with all applicable documentation
When the School/Dept receive the check, it MUST be signed by both the Cardholder and an Administrator prior to sending it to the vendor
Scan and send a copy of the signed check to the Purchasing Dept
Refunds – copy the refund check and all accompanying paperwork and retain for records
Sign the refund check (who’s name is on it) and send to the Finance Dept with a completed Budget Amendment Form with a note describing the need for the amendment
Send a copy of the refund and all paperwork to the Purchasing Dept

7. Purchasing Power: Financial Disclosure Form
F.S. Title X (1)(a)(3) “purchasing agent having the authority to make any purchase exceeding the threshold amount provided for in s for CATEGORY ONE, on behalf of any political subdivision of the state or any entity thereof”
Purchasing agent – F.S. Title X (20) “means a public officer or employee having the authority to commit the expenditure of public funds through a contract for, or the purchase of, any goods, services, or interest in real property for an agency, as opposed to the authority to request or requisition a contract or purchase by another person”
CATEGORY ONE – F.S. Title XIX (1) “$20,000.00”
Purchasing reports to HR who meets these requirements, HR reports them to the State Board of Ethics who then sends out the forms to be completed. Once completed they are delivered to the local Supervisor of Elections for record

8. Purchasing Power: PCard Increase Policy Update
Requests for increase must come from the School/Dept Administrator(no longer sent by the Bookkeeper/Secretary CCing the administrator) and must include the following:
Last four numbers of the P-Card
Name of Cardholder
Name of Company or Vendor purchase is being made from
Description of what is being purchased
Total amount of the purchase
Dates the purchase will be made
List of what accounts the Cardholder has access to
At no time will a card be allowed to be increased if that increase provides the cardholder (other than the Administrator) the ability to make a purchase of over $20,000.00
This includes the combination of School Based Budget Visa, School Based Budget MasterCard, Internal Funds account and Internal Funds Visa
Only the School/Dept Administrator’s card will be increased over $20,000.00
Every Cardholder will be required to complete a new Cardholder Agreement Form and Tip Sheet by COB November 30, 2017 and returned to Purchasing.