SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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Rockwall Independent School District (RISD) Purchasing ManualBe used to supplement budgeted District funds.Be spent in a manner which would not benefit any individual or non-student group.Campus Activity Funds shall be expended for a public purpose:Which improves student and staff morale.Promotes employee retention.Recognizes dedicated employee service.Facilitates achievement of building and District goals.Recognizes achievement.The following questions must be answered before expending Campus Activity Funds:Does it serve a public purpose?Is it planned, budgeted and approved?Is it reasonable in cost, does it meet District purchasing guidelines and is it prudent?Can it withstand public scrutiny?Campus Expenditure GuidelinesCampus account questions should be directed to the Business Office prior to theexpenditure.Principals should use discretion and be guided by the guidelines addressed above.RECEIVINGCurrently receiving is done by the orderer on the receiving copy of the purchase requisition sentback to the orderer when Purchasing has processed the purchase order.Open all boxes and make sure you have the items ordered.On the Receiving copy of the PO write ―Okay to Pay‖, sign and date.Attach the packing slip if there is one to the receiving PO and send to Accounts Payablein the Finance Department.All invoices should be sent by the vendor to the attention of Accounts Payable.When the invoice and Receiving Copy of the PO are matched up with the payment copyof the PO a check will be processed in the next check run.Our warehouse is distribution center only. Receiving must be done by the school ordepartment.Purchasing Department ResponsibilitiesShall not initiate requisitions/purchase orders. The purchasing department may onlyprocess purchase orders that have been initiated, duly authorized, and adequately fundedby operating departments.Shall supervise the purchase of all materials, supplies, equipment, and services for theDistrict. According to the guidelines established on the Education Code 44.031.- 45 -
Rockwall Independent School District (RISD) Purchasing ManualShall not approve a requisition/purchase order after the event has taken place (i.e. Afterthe-fact).Shall review each purchase order in a timely manner for completeness and verify that theproposed purchases are being made through approved sources.Shall verify compliance with statues, regulations, and Board policy applicable topurchasing.Shall verify correctness of budget object coding.Shall have discretion to direct purchases through interlocal agreements or cooperatives inorder to save time and money.Shall review requests to use unapproved vendors in a timely manner and verify that theannual aggregate amount for the goods or services ordered does not require competitiveprocurement.Shall work with the end users to resolve problems with vendors.Shall send the vendor the approved purchase order and provide Accounts Payable a copyof the purchase order.Shall be the only personnel authorized to contact vendors to make purchase commitmentsand issue purchase orders.Types of Purchase OrdersRoutine Purchase OrdersRoutine purchase orders are for all normal purchasing transactions requiring a purchase order.These are ―line item‖ purchase orders (i.e. purchase order that have a quantity and a unit priceper each item to be purchased).Monthly and “Not to Exceed” Purchase OrdersA monthly purchase order is issued to an approved vendor authorizing purchases from thatvendor over a specified period of time. Monthly purchase orders are valuable because they allowthe purchase of items quickly. Both paperwork and related processing costs usually are reducedby monthly purchase orders. However, monthly purchase orders must follow certain criteria:only ―approved vendors‖ may receive monthly PO‘s, limitation on the maximum amount forpurchases (usually up to $2,000 per month per vendor), a specific time frame for purchasescovered by the monthly purchase order (one month.)Monthly purchase orders are issued so that supplies, materials, or services are available "asneeded" by end users. For example, blanket purchase orders may be requested on a regular basisby the Maintenance Department for repair type items. These purchase orders eliminate numerousindividual purchase orders for small dollar-value items. Monthly purchase orders are requestedby end users and, if approved by the purchasing department, issued to vendors.- 46 -
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SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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