1. A PURCHASING REMINDER November 14, 2013 1

2. PURCHASE ORDERS ARE REQUIRED  PURCHASE ORDERS ARE REQUIRED FOR ALL PURCHASES OF MATERIALS AND SERVICES.  CONTRACTING FOR PRODUCTS OR SERVICES AND THEN TURNING IN A RECEIPT FOR “PAYMENT ONLY” CONSTITUTES AN UNAUTHORIZED PURCHASE.

3. FROM A LEGAL PERSPECTIVE  ONLY AUTHORIZED INDIVIDUALS AS APPOINTED BY THE GOVERNING BOARD MAY OBLIGATE THE SCHOOL DISTRICT (EC42632)  ALL PURCHASES MUST BE MADE BY FORMAL CONTRACT, PURCHASE ORDER, OR THE PETTY CASH PROCESS. (SUSD BP3310)

4. WHY IS THIS POLICY IN PLACE?  TO ENSURE AVAILABILITY OF FUNDS PRIOR TO PURCHASE  TO ENSURE SUITABILITY OF EXPENDITURES  TO AVOID THE INCREASED OVERHEAD ASSOCIATED WITH “PAY ONLY” PROCESSING

5. BUT I NEED IT NOW!  TRY TO PLAN AHEAD BY CONSIDERING YOUR NEEDS FOR THE COMING YEAR AND ISSUING REQUISITIONS AHEAD OF TIME  PETTY CASH MAY BE USED FOR PURCHASES FROM LOCAL SUPPLIERS WHEN THE COST OF INDIVIDUAL PURCHASES DOES NOT EXCEED $50.00

6. WE CAN HELP!  IT IS LESS ONEROUS TO INITIATE A REQUISITION UP FRONT THAN TO COMPOSE IT LATER, PROCESS THE RECEIPTS AND SECURE THE REQUIRED APPROVALS.  IF IT’S URGENT, PURCHASING CAN HELP EXPEDITE IT. ENTER YOUR REQUISITION AND CONTACT US FOR HELP. REQUISITIONS CAN OFTEN BE ENTERED, APPROVED AND PRINTED IN A MATTER OF MINUTES.