Business & Non-Instructional Operations

3321-AR

REQUISITIONS – GOODS AND SERVICES

A. Purpose and Scope

1. To facilitate the availability of standard supplies

2. To specify the procedure for requesting standard supply items

3. To specify the procedure for requesting return of standard supply items for credit

4. To specify backorder procedure

B. General

1. Standard supply items are available to schools/departments through an electronic ordering system maintained by the Purchasing Dept.

2. The electronic ordering system is categorized by type of supply items for ease in ordering.

3. Items listed in the electronic ordering system are not to be purchased from "outside" vendors.

4. Suggestions or questions concerning this procedure should be directed to the administrative unit responsible (see Section F).

5. Each administrator or department head is responsible for the execution of this procedure.

C. Procedure

1. Requests for stores (stock) items are to be submitted in the online ordering system.

2. Information to be included on the requisition form follows:

a. Budget account to be charged

b. Originating school/department

c. Delivery location

d. Catalog stock number

e. Quantity (number of units as shown in catalog)

f. Description

g. Unit as listed in catalog

h. Prices as listed in catalog with extensions will be automatically included on requisition if you need total cost prior to receiving appropriation ledger printout.

3. Requisitions must total to a minimum of twenty-five ($25) dollars per order.

4. Items in unbroken units and resalable in new condition may be returned for credit.  Each administrator or department head is responsible for contacting the appropriate vendor to arrange returns.

5. Each school/department shall designate a single receiving point for all deliveries.

6. Backorders for out-of-stock items will be automatically generated through the vendor and deliveries made when stock becomes available.  No reorder will be necessary.  If you wish to cancel any backordered items, notify the vendor AND the district accounts payable by memorandum immediately.

7. Charges against budgets for standard supplies requisitioned and delivered by the 20th of the month will appear on the appropriation ledger printout to be issued in the following month.

8. Charges to budgets are based on the actual PO total for goods delivered.

D. Reports Required

None

E. Record Retention

None

F. Responsible Administrative Unit

Director of Purchasing, Business Services

G. Approved by:

Doug Domene	11/8/2010	Dennis Smith	11/8/2010
Responsible Division Head	Date	Superintendent	Date