a purchasing reminder november 14, 2013 1. purchase orders are required purchase orders are...

A PURCHASING REMINDER November 14, 2013 1

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A PURCHASING REMINDER

November 14, 2013

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.

Page 3: A PURCHASING REMINDER November 14, 2013 1. PURCHASE ORDERS ARE REQUIRED PURCHASE ORDERS ARE REQUIRED FOR ALL PURCHASES OF MATERIALS AND SERVICES

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)

Page 4: A PURCHASING REMINDER November 14, 2013 1. PURCHASE ORDERS ARE REQUIRED PURCHASE ORDERS ARE REQUIRED FOR ALL PURCHASES OF MATERIALS AND SERVICES

TO ENSURE AVAILABILITY OF FUNDS PRIOR TO PURCHASE

TO ENSURE SUITABILITY OF EXPENDITURES

TO AVOID THE INCREASED OVERHEAD ASSOCIATED WITH “PAY ONLY” PROCESSING

Page 5: A PURCHASING REMINDER November 14, 2013 1. PURCHASE ORDERS ARE REQUIRED PURCHASE ORDERS ARE REQUIRED FOR ALL PURCHASES OF MATERIALS AND SERVICES

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

Page 6: A PURCHASING REMINDER November 14, 2013 1. PURCHASE ORDERS ARE REQUIRED PURCHASE ORDERS ARE REQUIRED FOR ALL PURCHASES OF MATERIALS AND SERVICES

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.

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