Purchasing Oversight

SASBOLittle Rock, AR

Purchasing• Know and follow purchasing guidelines• Do not try to circumvent the process• Develop a good relationship with buyers• Keep exceptions to a minimum• Be honest, open and up-front• Learn how to find specifications for bids• Include everything desired in bid• Follow local board policy• Reduce unnecessary approvals

Procurement Card +’s

• No credit applications• Faster turn-around time than PO’s• Internet purchases• Less expensive than purchase orders• Rebate• Limits can be set• Merchants can be blocked

Procurement Card –’s

• Lose some control of purchases• Sales tax• Responsibility• Records maintained• Reports must be reconciled• Depend on employees• Travel

Just In Time Purchasing

• Eliminates warehouse expense• Reduces storage space• Discounts• No overhead• No storage issues

Warehousing

• Bulk purchasing• Control• Delivery• Price• Catalog vs. quotes

Prepaid Debit Cards

• Used primarily for school/classroom supplies• Pre-authorize selected merchants• Reduces purchase orders and paper checks• On-line monitoring for administration• Users must submit receipts

Purchasing Tips

• Alignment with neighboring districts to increase purchasing power

• Piggyback from bids of other districts• Utilize state contracts• U.S. Communities, eSchool Mall, School Dude

Travel

• Have written policy/guidelines• Follow policy/guidelines• Use per diem for meal reimbursement• Detailed receipts• I.R.S. reimbursement rates• No travel advances• Provide training for staff